This page covers how to integrate Hello Clever with Xero, manage invoices through the integration, and understand how settlement funds and account updates are handled automatically. Once connected, your customers will receive invoices with a Pay Now button that lets them pay via PayID through Hello Clever, and all financial records in Xero are updated in real time.

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Prerequisites

Before you begin the integration, make sure you have:
  • An active Xero account.
  • Access to the Hello Clever Merchant Dashboard.
During the integration process you will need to specify three things:

Settlement account

The Xero account where credits are posted when Hello Clever transfers your accumulated daily funds to your settlement bank account.

Fees account

The Xero account where Hello Clever posts a debit for the fees charged when customers make payments to your invoices.

Invoices branding theme

A standard Xero branding theme to use for invoices sent through Hello Clever. This ensures invoices are correctly formatted and branded.
Have these three Xero account references and your preferred branding theme name ready before starting the integration.

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Connect Hello Clever to Xero

Log in to the Hello Clever Merchant Dashboard and follow the guided Xero integration flow. When prompted, provide your settlement account, fees account, and the Xero branding theme you want to use for Hello Clever invoices. Once connected, Hello Clever will be linked to your Xero organisation and ready to receive and reconcile invoice payments.

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Manage invoices

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Create invoices

Create invoices in Xero as you normally would using Xero’s standard invoicing workflow. No changes to your usual process are required. Once you send an invoice, your customer will receive an email with a Pay Now button. Clicking the button redirects them to the Hello Clever payment interface, where they can use a generated PayID to complete the payment securely.

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Check invoice payment status

When a customer pays, the invoice status in Xero automatically updates to Paid. You can verify payment status at any time using Xero’s built-in invoice views. Hello Clever automatically deducts applicable fees from each invoice payment. These deductions are recorded in your Xero fees account so you have full visibility.

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Set Hello Clever as the default payment option

You can configure Hello Clever as the default payment service for your Xero branding themes so that every invoice you send includes the Hello Clever payment option automatically.
1

Open Xero Payment Services

Navigate to Xero Payment Services in your Xero account.
2

Open Manage Themes

Click Manage Themes.
3

Connect Hello Clever to your branding themes

In the Connect payment service to branding themes popup, select the branding themes you use when sending invoices to customers.
4

Choose Hello Clever as the payment option

Under the Credit Card column, select Hello Clever for each of your chosen branding themes.
5

Save

Click Save to confirm. Hello Clever is now the default payment option for invoices sent with those themes.

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Settlement and automatic Xero updates

Hello Clever automates fund settlements and posts all related entries to your Xero account in real time, eliminating the need for manual reconciliation.

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Settlement timing

Funds accumulated throughout the day are transferred to your nominated settlement bank account the following day at:
  • 11 PM AEST, or
  • 12 midnight AEDT

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Automatic Xero account entries

Hello Clever performs the following operations on your Xero account automatically: When a customer pays an invoice:
  1. The invoice status is updated to Paid.
  2. A debit is posted to your fees account.
  3. A credit is posted to the Hello Clever Account in Xero.
When Hello Clever transfers funds to your settlement account:
  1. A credit is posted to your nominated settlement account.
  2. A debit is posted to the Hello Clever Account in Xero.
Because these entries happen automatically, your Xero ledger stays accurate without any manual input. Check your fees account periodically to review the fee deductions and reconcile them against your Hello Clever Merchant Dashboard reports.