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Use a Newie payout report to explain the deposit in your Xero bank feed. If your bookkeeping also needs a separate invoice for every customer payment, add the Zapier workflow below.

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Reconcile a payout

  1. Connect the bank account receiving Newie payouts to Xero’s bank feed.
  2. When a deposit appears, open Payouts in Newie, select the matching payout and choose Download → PDF or CSV.
  3. Reconcile the deposit in Xero and attach the report. If the sales already exist in Xero, match or reconcile against those records. Otherwise, record the gross sales and relevant deductions using your agreed accounting process.
  4. Check that sales, fees, refunds, adjustments and any tax shown reconcile to the deposit. Confirm the account and tax treatment with your accountant before using the process for month-end reporting.
See Reports & Reporting for what the payout report contains.

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Record each payment through Zapier

This workflow creates a separate invoice for each successful payment, including renewals and instalments. Check that your Xero plan supports that invoice volume. Payout reports are still needed to reconcile the deposits; Zapier does not send them or their fee breakdowns. You’ll need:
  • Newie connected to Zapier
  • a paid Xero account and Standard or Adviser permissions for the organization
  • a paid Zapier plan, because Xero is a premium app
  • the revenue, payment or clearing accounts and tax codes agreed for your bookkeeping

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Create the invoice and apply the payment

  1. Create a Zap with Newie Payment Paid as the trigger. For BECS Direct Debit, this waits for bank confirmation, though funds may still be clearing for payout.
  2. Connect the correct Xero organization and choose Create Sales Invoice.
  3. Map the customer and service, and save Newie’s stripeInvoiceID as a reference for tracing and duplicate checks. Convert amount from minor units before mapping the line price: for AUD or USD, 1060 becomes 10.60. Keep the currency, quantity and tax settings consistent so the final invoice total matches the Newie invoice, without adding tax twice. This is the invoice total before payout fees, not the net bank deposit.
  4. For a draft to review, stop after creating the invoice. To apply its payment, create an Approved/Authorised invoice and add Create Payment. Set Document ID or Number from the invoice returned by the Xero step, and use the converted amount. For Paid To, select a bank account or a clearing account enabled to receive payments in Xero.
  5. Choose the invoice and payment dates for your bookkeeping and check them against Newie. The payment trigger has no dedicated payment-confirmation timestamp; do not map a subscription start or renewal date as the payment date.
  6. Test with an identifiable transaction. Check the contact, total, invoice status, account, tax code and applied payment. Remove or void test records according to your accounting process before turning on the Zap.
See Newie payment fields for currency conversion and sample-field names. Zapier’s Xero guide lists the supported actions and permissions.

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Other useful finance workflows

Use Subscription Created with Create/Update Contact if you want the Xero contact ready before a future billing start date. Use Payment Overdue or Payment Voided to notify whoever handles your accounts. Review a voided invoice before making an accounting adjustment: a void is not a refund and should not automatically create a credit note. Last updated: 2026-09-09