Request connection from Apaleo Store
To get started with your new Apaleo – Xero connection, please go to the Apaleo Store and search for Xero Powered by Omniboost. Click on the integration and, on the next page, click on the Connect App button in the top right corner.
You will be redirected to the Omniboost onboarding platform. The onboarding steps are described in more detail below.
Apaleo and Xero configuration
Before starting the onboarding process, it’s important that both Apaleo and Xero are fully configured. In Apaleo, please make sure that your environment has all revenue and payment-related settings/categories configured. In Xero, please make sure that your chart of accounts, cost centers and tax rates are all configured.
As information will be fetched from both systems, making sure that both are correctly configured will help provide a smoother onboarding process.
Onboarding Form
Accounting flow, client, property and contact details
The first step of the onboarding process includes specifying the accounting flow and providing your property and contact details.
Accounting flow
Please confirm whether your accounting team uses a Consumed or Closed accounting flow by selecting one from the dropdown menu. If you select the Closed type, please specify whether you currently post this information into Xero in the form of General Journals or Bills & Invoices.
For more information on the difference between a Closed and a Consumed accounting flow, please see the article linked here and check out the infographics below:
Client
a. Existing client
If your client profile already exists in the Omniboost onboarding platform, you will be asked to select either an existing or new property that this connection should be set up for.
Existing property
If it's an existing property, you will be shown a list of all of your properties currently registered with Omniboost and asked to select the correct one.
2. New property
If you are setting up an integration for a new property, please select New property and provide all information requested in the Property and Contact sections that will become visible.
b. New client
If you are new to the Omniboost onboarding platform, please enter the official invoiceable name of your business/entity in the available text field. Provide all of the information required in the Property and Contact sections of the form, as shown in the screenshot below.
Click Confirm and continue in the bottom-right corner of the page. You will be redirected to the next step of the onboarding process where you will connect to your Apaleo account.
2. Connect to Apaleo
In this step, you will be asked to connect to the Apaleo account you are configuring the integration for. Click on the Connect button shown in the bottom right corner of the page.
You will be redirected to the Apaleo login screen. Use your Apaleo credentials to authenticate the connection. If you have more than one Apaleo environment, please make sure to select the right one.
This step allows the Omniboost team to fetch the Apaleo information necessary for the onboarding process including Global Accounts, Guest Accounts and Taxes. Once you've connected to Apaleo, you will automatically be redirected back to the same step.
If the connection was successful, you will see a success message as shown below and be asked to select the Apaleo property you are connecting. To continue to the next step, click Confirm and continue.
If there were issues connecting to Apaleo, an error message will be shown in a red box. Please make sure your credentials are correct and try again. If the issue persists, please reach out to our support team via the popup in the bottom right corner.
Click on the chat icon and then on the Create a support ticket option. Here you can confirm or provide a new email address and add all available details about the issue in the Remarks section.
Clicking Send will notify our support team.
3. Connect to Xero
The next step requires you connect to your Xero Environment. This will enable Omniboost to fetch all of the components required to facilitate your onboarding, including your Chart of Accounts and Tax rates. To start, click Connect.
You will be redirected to the Xero login screen. If you have more than one Xero environment, please make sure to connect with the credentials of the environment that should be receiving data from Apaleo.
Once you connect to the correct Xero environment, you will automatically be redirected back to the onboarding form. Here you will see whether the authentication was successful. If so, you will be asked to select the correct Xero Tenant this integration should send data to. To continue to the next step, please click Confirm and continue.
If there are any issues with your connection to Xero, the message received from Xero will be shown on the screen.
If the connectivity issue is caused by incorrect credentials or the like, please make sure you have entered the correct details and try once again.
If you are still unable to connect, please reach out to our support team as described in Step 2 above.
4. Integration settings
Now that we’ve successfully connected both your Apaleo and Xero environments, we kindly ask that you provide us with the information needed to correctly configure your new integration.
Please note that some fields are required and without completing them, you will not be able to proceed to the next step. Please review and complete all applicable fields.
If a field is not marked as required and it does not apply to your operations, then you are able to leave it blank.
If you need more information about a specific field, please hover your mouse over the information tool tip icon shown next to each of the fields.
Once you’ve provided all applicable information, please click Confirm and continue.
By clicking Confirm and Continue, the information you’ve already provided will be saved and available in case you have to pause the onboarding process at any time.
5. Accounting mapping
Here you can see the different sections representing various categories we have pulled from your Apaleo environment including global accounts, guest accounts and taxes.
For each value shown on the left, please provide the relevant Xero code to confirm where in Xero this information must be posted. Please repeat for each item in each category.
If you need to add things to your Apaleo or Xero environments, please make sure to refresh the page and allow a few minutes to pass for the new values to be available in the form.
If you find items that exist in your Apaleo or Xero environments but are not visible in the onboarding form, please let us know by clicking on the Help icon in the bottom-right corner and submitting a ticket to our support team.
Once you’ve provided all required and relevant information, click Confirm and continue.
6. Finalize
Thank you for providing all of the information needed to set up your new Apaleo – Xero connection! This is the final step in the onboarding process.
Before we can inform our onboarding team to start setting up your integration, please take a moment to review and confirm our Terms and Conditions as well as Privacy Policy. When you’ve done that, please mark both boxes and click Complete onboarding.
7. Thank you!
The Thank you page shown below outlines what you can expect from the remainder of the onboarding process.
At this stage, the Omniboost team has been notified that you’ve completed the onboarding form. Your integration will now be scheduled for setup. Once the setup is complete, the team will generate a test journal and push it to your Xero environment.
We will notify you and kindly ask that you review the test information and confirm that everything is correctly posted and reconciles with your Apaleo environment.
8. Go-live
Once you’ve confirmed that all Apaleo data has been correctly posted to your Xero environment, our onboarding team will enable your new connection and start the automated daily transfer.