Bring payments recorded in Xero into Filmo

In many companies the accountant matches the bank statement in Xero. When they mark the wedding invoice as paid there, Filmo should know, or the invoice keeps showing a balance and someone chases a client who has already paid.

Before you start

• The invoices must have been sent from Filmo: payments on Xero invoices that didn't come from Filmo trigger nothing.
• Decide which Filmo treasury account and payment method these payments are registered with.

Register Xero collections in Filmo

1. Install the template In «Settings» → «Integrations» → «Xero» → «Workflows», group 2 (collections from Xero), choose the template that registers in Filmo the collections recorded in Xero.
2. Choose where they go In the «Record payment from Xero in Filmo» step, choose the default treasury account and payment method. The template leaves them empty.
3. Publish it Click «Publish and activate».

From now on, when a confirmed payment appears in Xero on invoice F260012, the «Invoice collected in Xero» trigger fires and the step registers it on the Filmo invoice, once. It shows on the invoice and in Treasury like any other collection.

Send each Xero bank account to its own treasury account

If you use more than one bank account, set «Collection accounts» in «Manage connection»: for each Xero bank account, the Filmo treasury account and payment method to use. They override the step's defaults. A payment that comes in through an account with nothing assigned uses the step's values, and the account appears in «Pending configuration».

When a payment isn't registered

• The Xero invoice isn't linked to a Filmo invoice, or the Filmo invoice is no longer validated.
• The two invoices are in different currencies, or the treasury account is in another currency.
• The amount is more than the Filmo invoice's outstanding balance.
• The payment isn't confirmed in Xero.

Then nothing is registered and the template creates a task, “Cobro de Xero pendiente de registrar” (in Spanish), with the reason. Filmo never matches by amount or name.

Supplier payments

The template that registers supplier payments works the same way, triggered by «Supplier invoice paid in Xero». The payment comes into Filmo as an outgoing payment on the supplier invoice.

Get warned when Xero and Filmo stop matching

Install the templates of the warnings group to hear about it when something still valid in Filmo is undone in Xero. Each mismatch warning only creates a task with the document number. It never changes Filmo: voiding an invoice or removing a payment affects the balance and the client, so a person decides.

The weekly reconciliation template is the safety net. Every Monday at 08:20 it reads up to 25 open invoices and 25 open supplier invoices linked in Filmo, and creates one task per type if any is voided, deleted or has a different balance in Xero. It changes nothing.

Good to know

• Each payment fires once, even if Xero notifies several times.
• Payments Filmo sent itself don't come back, so a workflow never triggers itself.
• If you delete in Filmo a payment that came from Xero, it isn't imported again: the next attempt asks for review.
• A payment change notice reaches every published workflow of the company that listens to it, whoever created it.

Related resources

• Fix a payment that didn't sync with Xero
• Payment methods
• See upcoming and overdue tasks
• Workflow triggers