Open the Xero Transactions Page
To prepare transactions for sending:
Go to Financial, then click Xero.
Review the list of transactions that are ready to be sent.
Transactions appear if they:
Have not been sent to Xero before, or
Fall within the selected date range using the Accounting Date.
📌Note: Transactions dated before the Integration Start Date set in Settings, then Configuration, then Xero Settings, will never be selected, even if your date range includes them.
Send Transactions to Xero
Once you have reviewed the list, you can send transactions for reconciliation.
Ensure the batch contains fewer than 2,000 transactions.
Click Send to Xero.
The process runs in the background. You will receive an email when it completes.
Understand How Allocations Are Sent
Each Donorfy transaction creates a Receive Money entry in Xero.
A single allocation creates one detail line.
Multiple allocations create multiple detail lines within the same Receive Money entry.
Allocations with a value of £0.00 or null are not sent to Xero and will prevent the entire transaction from being sent. These allocations must be removed from the transaction on the constituent timeline before retrying.
Handle Processing Costs and Fees
If a transaction includes processing costs:
An additional negative detail line is added to the Receive Money entry in Xero.
This ensures the net amount matches the amount banked.
Use Inventory Items
If you map allocations to Xero Inventory Items:
The allocation amount must match the Inventory Item unit price multiplied by quantity.
For example, 3 items totalling £15 must match a £5 unit price in Xero.
If no quantity is specified in Donorfy, the integration assumes a quantity of one.
⚠️Important: If values do not match, the transaction will fail and an error will appear in the History tab.
References in Xero
The Reference field is populated as follows:
If a reference exists on the Donorfy transaction, it is used.
If not, the Donorfy transaction number is used, for example #9654.
Send Gift Aid to Xero
You can also send reclaimed Gift Aid to Xero.
Gift Aid is sent as separate Receive Money entries.
Each entry includes a line for each eligible allocation.
An additional line is added for any third-party Gift Aid processing fees, such as platform fees.
📌 Note: Gift Aid is usually received weeks after the original donation and should be reconciled separately.
Review Previously Sent Transactions
Use the History tab to review transactions already sent to Xero.
This includes:
Successful sends.
Errors encountered during processing.
Open Transactions in Xero from Donorfy
When viewing a transaction on a constituent timeline that has been sent to Xero:
Click the link shown at the top left of the transaction.
Log in to Xero if prompted.
This opens the corresponding Receive Money entry in Xero.
⚠️Important:
The Xero integration is a Professional only feature. Essential subscribers, please contact us to find out more about upgrading.
Donorfy Academy
The Donorfy Academy features a learning course for Xero - enrol here