Accounting export
If the hall’s accounts are kept in Xero or QuickBooks Online, this gives the treasurer a file to import instead of typing every hire in again. If they are kept in a spreadsheet, the cash book gives every payment in and out, date by date, with totals — the thing an independent examiner asks for.
Each invoice is exported to Xero or QuickBooks once. HallPro remembers what has gone out and leaves it out of the next file, so exporting every month never makes duplicates. If an import fails, “Start again” puts them back.
Invoices go in as the hirer saw them: the hire on one line, anything paid up front taken off on a second. Damage deposits are never on an invoice, because they are not income; they appear in the cash book, and the part kept is marked as income.
The names in Settings must match your software exactly. The defaults are the names Xero and QuickBooks UK start with; if your treasurer has renamed them, change them here.
On the Standard plan.
For example: At the end of each month Ashcombe’s treasurer chooses “Choose the dates…”, picks the month, and downloads the Xero file. It holds only the invoices raised that month, never last month’s again. Xero takes it in one import, and the bank feed matches the payments as they arrive.
Questions people ask
Why are the invoices drafts in Xero?
That is how Xero imports every invoice, so the treasurer can look them over before they count. Approve them in one go from the Draft tab.
Does it send payments too?
Not to Xero or QuickBooks: neither imports payments from a file. Mark them paid there, or let the bank feed match them. The cash book has every payment in it.
The import says it cannot find an account or tax rate.
A name in Settings does not match your software exactly. Copy it from your software, save, and export again with “Include them again” ticked.
Our accountant uses something else.
The cash book opens in any spreadsheet, and Sage, FreeAgent and most others can import a spreadsheet of payments. It is also the file to send an accountant.