First Class + Xero
Customer Integration Guide
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A practical guide to invoices, payments, clearing accounts, credit notes and reconciliation.
What this guide covers How information moves between First Class and Xero, when each sync occurs, the account mappings required, and how to reconcile bulk credit card and direct debit settlements. |
Prepared for First Class customers | July 2026
Important: This guide explains how the integration transfers data. Your chart of accounts, tax treatment and reconciliation process should be confirmed with your bookkeeper or accountant.
1. Integration overview
The First Class Xero integration keeps operational billing in First Class aligned with your Xero accounting file. Invoices, payments and credit notes can be sent from First Class to Xero. Payments reconciled directly in Xero can also be imported back into First Class.
Recommended operating principle Create and edit First Class invoices in First Class. Use Xero for accounting, bank reconciliation and financial reporting. Changes made directly to a First Class-originated invoice in Xero do not flow back to First Class. |
At a glance
Activity | Direction | Timing |
New invoices | First Class -> Xero | Twice-daily scheduled sync |
Payments taken in First Class | First Class -> Xero | Twice-daily scheduled sync |
Payments reconciled in Xero | Xero -> First Class | Twice-daily scheduled sync |
Invoice voids/deletions | First Class -> Xero | Immediate |
Credit notes applied in First Class | First Class -> Xero | Immediate |
2. Sync timing
The integration uses two sync methods:
1 | Immediate actions Voiding or deleting an invoice in First Class, and applying a credit note to an invoice in First Class, are sent to Xero immediately. |
2 | Scheduled actions New invoices, payments taken in First Class, and payments reconciled directly in Xero are processed during the twice-daily sync, normally around 12:00 am and 12:00 pm. |
A payment may appear in First Class before Xero Credit card and direct debit payments are recorded in First Class as soon as they are received. They do not appear in Xero until the next scheduled sync. This delay is expected and does not usually indicate a problem. |
3. Invoices
- New invoices created in First Class are sent to Xero as Authorised invoices with an Awaiting Payment status.
- Invoice information can include the student name, class or term details, the invoice total and a separate discount line where applicable.
- If a payment is ready to sync but its invoice is not yet in Xero, First Class sends the invoice before sending the payment.
- Deleting or voiding an invoice in First Class immediately voids the matching invoice in Xero.
- The automatic process generally checks recently raised invoices. Contact First Class support if an older invoice needs to be pushed manually.
Editing an invoice that has already been paid in Xero
Xero will not allow an invoice to be updated through the API while a payment or credit note is allocated to it. To refresh the invoice:
1 | Unreconcile in Xero Temporarily remove or unreconcile the payment or credit note allocated to the invoice in Xero. |
2 | Refresh from First Class Open the invoice in the First Class ledger and select Xero Refresh from the action menu. |
3 | Reconcile again Once the invoice is updated in Xero, reapply or reconcile the payment as required. |
4. Payments from First Class to Xero
Payments received through First Class - including credit card, direct debit and staff-entered payments - are applied to the matching Xero invoice. The integration must know which Xero account should receive each payment.
Revenue account vs payment account
Setting | Purpose | Typical account |
Revenue Account Code | Where invoice line items are posted. | Sales or lesson revenue account |
Payment Account Code | Where payments applied to invoices are posted. | Payment-enabled clearing account |
Critical setup requirement The Payment Account Code is required for payments to sync. There is no default account. If it is blank or points to an account that cannot accept payments, the payment cannot be sent to Xero. |
Why a clearing account is recommended
Payment providers commonly combine many individual customer transactions into one bulk bank deposit. They may also deduct processing fees before depositing the funds. A clearing account acts as the temporary bridge between the individual payments applied to Xero invoices and the bulk settlement that reaches your bank.
- Create a separate clearing account for each provider where practical, such as Stripe Clearing, Ezidebit Clearing or Worldpay Clearing.
- In Xero, the account must be able to accept invoice payments. This may be a bank-type account or another clearing account with payments enabled.
- Map the First Class Payment Account Code to the relevant clearing account, not to the revenue account.
- A clearing account should regularly return to zero after settlements, fees, refunds and chargebacks have been recorded.
Worked example: bulk settlement with fees
Assume the following credit card activity is processed:
Item | Amount |
Individual customer payments applied to invoices | $10,000 |
Processing fees withheld by the provider | ($300) |
Net amount deposited into the bank account | $9,700 |
The accounting flow is:
1 | First Class sends the payments The individual payments totalling $10,000 are applied to the relevant Xero invoices and posted to the nominated clearing account. |
2 | The bank feed shows the settlement The payment provider deposits $9,700 into the actual bank account. Reconcile this bulk receipt against the clearing account. |
3 | Record the processing fees Record the $300 fee to the appropriate merchant or transaction fee expense account, with the other side allocated against the clearing account. Your adviser may use a spend money transaction or journal depending on your Xero setup. |
4 | Confirm the balance After the $9,700 settlement and $300 fee have been recorded, the clearing account should return to $0 for that settlement batch. |
What an outstanding clearing balance usually means Payments may still be awaiting settlement, fees may not yet be recorded, or there may be a refund, chargeback, failed payment, timing difference or reconciliation mismatch requiring review. |
Suggested account mapping
Payment source | First Class mapping | Xero treatment |
Credit card - Stripe | Stripe Clearing | Bulk settlement and Stripe fees reconciled through this account |
Credit card - Worldpay | Worldpay Clearing | Bulk settlement and Worldpay fees reconciled through this account |
Direct debit - Ezidebit | Ezidebit Clearing | Bulk settlement, fees and rejected items reconciled through this account |
Bank transfer | Actual bank account or Bank Transfer workflow | Payment reconciled in Xero and imported into First Class |
5. Payments reconciled in Xero
Some payments are received outside the First Class payment gateways, such as a parent paying by bank transfer. These can be reconciled against the invoice in Xero and then imported into First Class during the scheduled sync.
- The invoice must have originally been sent from First Class to Xero so the systems can match it.
- A payment type named exactly Bank Transfer must exist in First Class. Imported Xero payments and overpayments are recorded against this payment type.
- If the Xero payment is later voided or deleted, First Class reflects that change during a subsequent scheduled sync.
Typical bank transfer flow
1 | Invoice is created First Class creates the invoice and sends it to Xero. |
2 | Customer pays by bank transfer The deposit appears in the organisation’s Xero bank feed. |
3 | Payment is reconciled in Xero The bank transaction is matched to the invoice in Xero. |
4 | First Class imports the payment During the next scheduled sync, First Class creates the matching Bank Transfer payment against the invoice. |
6. Credit notes and overpayments
- A credit note or adjustment applied to an invoice in First Class is sent to Xero immediately and linked to the original invoice.
- The Allow Xero Payments setting must be enabled for both payments and credit notes to sync.
- A credit note cannot be applied through the API if the Xero invoice is already fully paid or voided. The invoice may need to be unreconciled or corrected in Xero first.
- Overpayments reconciled in Xero are imported into First Class during the scheduled sync and use the Bank Transfer payment type.
7. Setup checklist
First Class support will assist with the initial connection. Before relying on the integration, confirm the following settings:
Setting | What it controls | Check |
Xero connection authorised | Allows First Class to access the correct Xero organisation. | [ ] |
Automatic Sync enabled | Runs scheduled invoice and payment exports and imports. | [ ] |
Revenue Account Code | Controls where invoice revenue is posted; may be set by location. | [ ] |
Tax Type | Matches the organisation’s Xero GST or tax configuration. | [ ] |
Payment Account Code | Controls the bank or clearing account used for payments. | [ ] |
Allow Xero Payments | Required for payment and credit note syncing. | [ ] |
Bank Transfer payment type | Required for payments and overpayments imported from Xero. | [ ] |
Most account mappings are available under Facility Settings > Xero Settings > Xero Fields. If a required field is not available, contact First Class support.
8. Day-to-day operating guidelines
Do | Avoid |
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9. Troubleshooting
A payment is not showing in Xero
Check whether the next scheduled sync has run. Then confirm the Payment Account Code is populated, Allow Xero Payments is enabled and the matching invoice exists in Xero. If the issue remains, provide First Class support with the invoice and payment reference.
An invoice does not match between First Class and Xero
Unreconcile any Xero payment or credit note, then open the First Class invoice and select Xero Refresh. Reconcile the payment again after the invoice has updated.
A payment was applied twice in First Class
Void the duplicate payment from the First Class ledger. Review the related Xero invoice and clearing account to ensure the duplicate has not also been reconciled there.
A credit note is not appearing in Xero
Confirm Allow Xero Payments is enabled and check that the Xero invoice is not already fully paid or voided.
The clearing account does not return to zero
Compare the individual payments with the processor settlement report. Look for fees, unsettled payments, failed direct debits, refunds, chargebacks, split settlements or date differences.
The Xero connection has stopped syncing
Check that Automatic Sync is enabled. The connection may also need to be reauthorised using Re-Login to Xero. Contact support if reauthorisation is not available.
10. Need help?
For assistance with account mappings, sync issues or manual pushes, contact First Class support:
Email: support@memberretentionsystems.com
Before contacting support Please include the First Class invoice number, payment reference, payment date and amount, together with a screenshot or reference from Xero where possible. |
Reference note
The clearing-account approach described in this guide aligns with Xero guidance for reconciling bulk receipts from online payment processors. View Xero guidance
Related articles
How to connect to Xero using OAuth 2
How to connect with custom connection
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