Cliniko can send invoices to Xero on its own. What most clinics still do by hand is match the day's terminal takings to those invoices, split revenue by practitioner and location, and chase the invoices that were never paid at the desk. We connect the gaps.
The practice manager's afternoon reconciling the terminal, Cliniko and Xero, and finding they disagree.
Takings, invoices and payments reconciled overnight. Friday afternoon becomes an exceptions list, usually empty.
Reconciliation that does not wait for someone to have a spare afternoon.
Runs in your Cliniko, Xero and terminal accounts. You own the connection and the documentation.
Halaxy, Nookal and Power Diary on the practice side. Tyro, Square and Stripe on the payments side.
Medicare and health fund claiming stays inside the practice software. We do not touch it.
What moves
The EFTPOS settlement says one number. Cliniko says another. The gap is usually a surcharge, a split payment or a refund nobody recorded. We pull the settlement, match each transaction to a Cliniko invoice, and post the result to Xero so the bank feed reconciles itself.
What moves
Contractor practitioners get paid a percentage. Working that out from Cliniko exports is where the Friday goes. We calculate each practitioner's billed and collected revenue per period and post it to Xero as the bills or journals your accountant asked for.
What moves
Invoices that were not settled at the desk drift. A reminder at seven days and again at fourteen, by SMS or email, from the clinic's name, recovers most of them without the receptionist making awkward calls.
What moves
One weekly figure per practitioner, per location, per service type, built from Xero once it is reconciled. Not from a Cliniko export that disagrees with the books.
Before you pay
Some of what is on this page you can get without us. The rest is where the money goes. Both are written down here so you can decide before the call.
Cliniko's built-in Xero integration sends invoices and payments across, and for a single-practitioner clinic that takes every payment at the desk it is usually enough. Use it. This build is for clinics with several practitioners on splits, more than one location, a terminal that does not agree with Cliniko at the end of the day, or a practice manager whose Friday afternoon is a reconciliation.
Touch clinical notes, or claiming. Patient records stay in Cliniko and we never read them. The connection works with invoices, payments and appointment counts, and NOTHING else.
How it works
Every step below is work you can verify. Ask any provider to show you the same list for what they are doing.
How payments come in, who gets what percentage, what your accountant needs in Xero at the end of the month. An afternoon with the practice manager and the bookkeeper.
Most clinics have a few months of mismatches. We run the matching over the backlog first so the go-live date starts clean.
A refund on a split payment. A practitioner who changed percentage mid-month. A terminal settlement that arrives a day late. Each has a defined outcome before launch.
Every nightly run is logged and any unmatched transaction is listed for a human. Failures alert us, not the front desk.
What it costs
Cliniko to Xero with terminal reconciliation starts from $3,000. Practitioner splits, multiple locations and payment reminders push a full build toward $7,000. Live within three to four weeks. Privacy is part of the scope: the connection never reads a clinical note, and we put that in writing.
The mapping workshop and the written split rules. One reconciliation of the backlog before go-live. Nightly matching, practitioner splits and the exceptions list. A handover document your bookkeeper can read.
Your Cliniko, Xero and terminal subscriptions, which stay in your name. Medicare, DVA and health fund claiming, which stays in Cliniko. Paying practitioners. The bill is raised, a human approves it.
You do. The connection lives in your accounts, on your subscriptions, with documentation your next provider could pick up. There is no retainer required to keep it running.
FAQs
Same build. Halaxy, Nookal and Power Diary all expose invoices and payments through an API. The Xero side is identical.
No. The connection reads invoices, payments and appointment counts. It cannot see clinical notes and we do not ask for access to them.
It calculates the split and raises the bill or journal in Xero. Paying it is still a human pressing approve, which is how your accountant will want it.
Tyro, Square and Stripe all provide transaction-level settlement data. Bank-supplied terminals vary, and we check yours on the audit call.
They stay in Cliniko. We reconcile what lands in the bank, including fund rebates, but the claiming itself is not something we touch.
Related
Sales, fees, surcharges and refunds posted per store and matched to the payout in the bank feed. Bookings and stock optional.
Retail and hospitalitySee how it works → HubSpotXeroA won deal raises the Xero invoice with the right line items and tax codes. Paid status comes back to the deal.
Any business with a sales teamSee how it works → WebsiteServiceM8The enquiry form creates the job, matches the customer and texts them back inside a minute. Quote follow-up and review requests optional.
Trades and constructionSee how it works →All nine are listed at integrations, and the general approach is on the systems integration page. Built for healthcare and allied health among others.
The other half
This gives you hours back. It does not make the phone ring. If enquiries are the actual problem, the work is on the other side of the business: see SEO and web design. On the call we will tell you which half is costing you more.
Thirty minutes. Tell us what you run and we will map exactly what moves between them, what it takes, and what it costs. You keep the map whether or not you use us.
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