Newie + Xero

Use Newie payout reports with Xero, with Zapier as an optional lower-volume workflow.

Why Connect Newie + Xero

For businesses that take payment in Newie and keep books in Xero. For most providers, the cleanest pattern is to let Xero’s bank feed create the money-in record when each Newie payout lands, then attach the Individual Payout Download as the supporting document. Use the payout report to support the accounting treatment your accountant recommends for sales, fees, refunds, and tax. Per-transaction Zapier invoicing is also available for lower-volume businesses, but it has fee-handling tradeoffs.

Recommended: Use Xero’s bank feed and attach the payout report

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 Download for that payout. This is the approach we recommend for most businesses.

Why It Works Well

• The bank-feed deposit and the Newie payout already match by amount, so reconciliation is one click.
• 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, which helps you and your accountant review domestic and overseas payment-method transactions where needed.
• 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, and download the Individual Payout Download as 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 Individual Payout Download (PDF or CSV).
4. Repeat for each payout. Most businesses can attach the Individual Payout Download and stop there; add line-by-line detail only if you or your accountant want it.

See Reports & Reporting for report details.

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 you only create accounting invoices after Newie has confirmed payment. Payment Overdue and Payment Uncollectible represent invoices or payment attempts that have not resulted in confirmed payment and should not be wired to invoice creation. For BECS Direct Debit, Zapier does not expose a Payment Created trigger, so users cannot build accounting invoice automations that fire at submission. Payment Paid fires only after bank confirmation, when the related Newie invoice is marked Paid. Payment Paid can still fire while funds are clearing for payout.

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 that separately.

Payment Overdue → Slack/Email notification

Notify finance or ops instead of auto-creating anything in Xero. Overdue invoices often resolve in Newie before they need accounting action.

What You’ll Need

• Newie account with Zapier connected (Settings → Integrations → Zapier)
• A paid Xero account with user permissions that allow Zapier access to the organisation
• 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. In Newie, go to Settings → Integrations → Zapier and copy your API token.
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 rather than automatically assuming 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 enable.

See Connecting Newie to Zapier for Zapier setup details.

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 separately.
• Xero plan limits and user permissions can affect invoice creation through Zapier. Confirm the connected Xero organisation 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 can help review domestic and overseas payment-method transactions, 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: 2026-05-31