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Overview

Newie and Xero work together when collection and accounting need separate systems. Newie keeps the sale, fee, refund, and payout detail; Xero keeps the accounting record and reconciliation workflow. When a Newie payout hits the bank account, Xero’s bank feed imports the deposit. Let Xero create the money-in transaction, then attach the matching individual payout report. This is the approach we recommend for most businesses. Why It Works Well
  • The bank-feed deposit and the Newie payout should match by amount, which makes reconciliation easier to review.
  • The payout report shows how Newie’s fees, refunds, and adjustments contribute to the amount that hit the bank, so the accountant can review the payout detail from one supporting document.
  • The customer’s Payment Method Country is preserved in the Newie payout report for domestic and overseas payment-method review.
  • High-volume businesses avoid hundreds of Xero entries: one Xero entry per bank deposit, one attached report per entry.
How to Set It Up
  1. Connect the bank account that receives Newie payouts to Xero via Xero’s bank feed. When a Newie payout hits the account, Xero imports the deposit automatically.
  2. In Newie, open Payouts, select the matching payout, then tap Download and choose PDF or CSV.
  3. In Xero, open the bank-feed deposit transaction, code it using the revenue, fee, refund, and tax treatment your accountant recommends, and attach the downloaded payout report.
  4. Repeat for each payout. Most businesses can attach the individual payout report and stop there; add line-by-line detail only if you or your accountant want it.
See Reports & Reporting for report details.

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Alternative: Per-transaction Zapier integration

For lower-volume businesses that want each Newie sale to appear as its own Xero invoice, Zapier can drive that flow. Before choosing it:
  • Fee handling. Newie’s transaction fees are not cleanly captured by per-transaction Zaps. You still need to reconcile fees against the Newie payout report.
  • Volume. Hundreds of transactions per month mean hundreds of Xero invoices - the payout-based approach is much cleaner at scale.
  • Coverage. Zapier handles customer, subscription, purchase, and payment events. It does not send payout reports, payout batches, or payout fee breakdowns - those still come from the Payouts section in Newie.
Common Zaps Payment Paid → Xero: Create Sales Invoice Map customer name, amount, and service name to the Xero sales invoice. Use Payment Paid so invoices are created only after Newie has confirmed payment. Do not wire Payment Overdue or Payment Uncollectible to invoice creation. They represent invoices or payment attempts that have not produced confirmed payment. For BECS Direct Debit, Zapier does not expose Payment Created. Payment Paid fires after bank confirmation, when the related Newie invoice is marked Paid. Funds can still be clearing for payout after that trigger fires. Subscription Created → Xero: Create/Update Contact Create or update a Xero contact when the customer first purchases a subscription, so the contact record exists before billing starts or the first invoice arrives. Payment Voided → Slack/Email notification Notify finance to review the voided invoice or payment record manually. Payment Voided means the record was manually voided; do not treat it as a confirmed refund unless the Newie payment record shows a refund. Payment Overdue → Slack/Email notification Notify finance or ops. Overdue invoices often resolve in Newie before they need accounting action. What You’ll Need
  • Newie connected to Zapier
  • A paid Xero account with user permissions that allow Zapier access to the organization
  • A paid Zapier plan, because Xero is a premium app on Zapier
  • A Xero account code or revenue account chosen in advance for the invoices to hit
Setup at a Glance
  1. If you have not connected Newie yet, follow Connecting Newie to Zapier first.
  2. In Zapier, create a new Zap and choose Newie as the trigger. Pick Payment Paid.
  3. Connect Xero as the action app and authorize the correct organization.
  4. Choose Create Sales Invoice (or Create/Update Contact for the contact-creation Zap). If you need credit notes, build that as a reviewed finance workflow; not every Payment Voided event is a refund.
  5. Map Newie’s customer email/name to the Xero contact, and the payment amount and service name to invoice line items. Set the revenue account code.
  6. Test with a real successful payment, then turn on the Zap.

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Notes

  • The payout-based approach is recommended for most providers, especially steady or higher-volume businesses. Per-transaction Zapier suits businesses that want individual-sale visibility in Xero and are comfortable reconciling fees themselves.
  • Xero plan limits and user permissions can affect invoice creation through Zapier. Confirm the connected Xero organization can create the volume and type of records you want before going live.
  • Use Newie’s payout reports when reviewing fees, refunds, and the per-transaction Payment Method Country. Payment Method Country is useful for domestic and overseas payment-method review, but it is not a final tax-residence determination. See Reports & Reporting.
  • For Zapier-driven invoices, decide upfront whether invoices should be created as Draft, Awaiting Payment, or Paid in Xero, and reflect that in the action’s Status field. If you mark them Paid, also set the payment date and account.
  • If you need to split out taxes on Zapier-created invoices, configure the Xero account/tax rate at the line level with your accountant rather than trying to do tax math in Zapier.
Last updated: 2026-06-26