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If you use Xero for invoicing, we have created a Xero invoicing template on Birdie Analytics that aligns with Xero's format. This template automatically fills in visit and payer details from Birdie, saving you time. If you have included the same visit in more than one invoice it will be counted in each invoice in this report.
What data is pulled from Birdie?
Please note: The information in brackets is what is labelled on the report, you can hover over the column heading to see a further description of the data.
Payer name - please note this must match the contact name on Xero to ensure you do not create duplicate profiles (Contact Name)
Payer email address (Email Address)
Payer address (PO AddressLine1)
Invoice number (Invoice Number)
Client’s name (Reference)
Invoice generated date (Invoice Date)
Visit date (Visit Date)
Service type as per the purchase order linked to the visit schedule (Service Type)
Visit date and visit start and end time (Description)
Total number of hours invoiced for the visit (Quantity)
Hourly rate for the visit - Total invoiced amount for the visit divided by the 'Quantity' amount (Unit Amount)
Care Recipient group (Tracking Option 1)
Please note: If you use fixed rates, the unit amount will show the hourly rate equivalent.
What additional information do I need to add?
Invoice due date (Due Date)
Remove totals column
Please note: Any additional expenses or deductions made to the client's individual visits or invoices will not pull through to the Xero Template report. This will need to be added to the invoice created on Xero after the upload has been completed.
Extra information (not mandatory)
Tax Type - if left blank will default to ‘No VAT’ on the upload
Tax Amount
Tracking Name 1
Tracking Name 2
Tracking Option 2
Currency - if left blank with default to GBP
Inventory item code
Discount
Account Code
Branding theme
How to use the report
Log into your Birdie Analytics account and click on the Billing and Payroll board. The Xero Invoicing Template can be found under the ‘Finance Summaries’ section.
2. Generate your invoices on Birdie the day before you want to invoice on Xero. This is because Birdie Analytics updates the information overnight.
3. Open the report the following day.
4. Filter by ‘Invoice Created Date’ to be the date the invoices were generated on Birdie. By default this has been set to ‘is the last 1 completed day’.
5. Additionally, you can filter further by any of the other fields e.g. contract name.
6. Download the report by clicking on the three dots from within the table in the top right-hand corner, and click on download data.
7. Change format to CSV or Excel Spreadsheet.
8. Click on Advanced data options and in Number of rows to include choose ‘custom' - this automatically inputs up to 5000 rows. If you do not do this the download will only include data from the table and you will miss visits from the report.
9. Press Download.
10. Open up the downloaded file as a spreadsheet and add in missing data as per above.
11. Save as a CSV file.
12. Upload the CSV file into Xero. This article from Xero explains how to import invoices: https://central.xero.com/s/article/Import-customer-invoices-UK.
What if I want a more custom-built Xero Invoicing Report?
If you need a more custom-built Xero invoicing report, we can populate more information into the template for your agency to reduce the need for manual input.
Please let us know by getting in touch with your Onboarding Manager or Customer Success Manager via [email protected] or the chatbot function.