Xero for WildApricot

The yearly license fee is $99 USD per year which includes maintenance we need to apply to your installation. There is a onetime configuration fee of $2999 USD to install, configure and test Xero for WildApricot. This install fee will be invoiced separately from the recurring software license.

Your organization will also subscribe to the “Core” plan of Make.com at $9 USD/month.

Make.com is the automation platform that powers Xero for WildApricot. NewPath configures Xero for WildApricot directly in your Make.com account, and your organization has full ownership of the software.

NewPath schedules installations on a “first-come/first-serve” basis. The timing will depend on the availability of your staff and NewPath project staff availability. We will inform you when you pay your installation fee when your installation will commence.

NewPath designed Xero for WildApricot to replicate the customers and financial documents (invoice, payments, donations) in WildApricot, with the bonus of automatically mapping entire invoices and/or invoice line items to different Xero accounts, classes, etc. Once the data is inside Xero , you can run reports that meet your business model or accounting needs. We have seen that our approach can be a challenge for administrators or treasurers who have not had the practice of bringing WildApricot customers into Xero.

Product & Income Accounts
Base Requirement: a Product and corresponding Income account must exist for the WildApricot modules that are being used: Membership, Events, Online Store, Donation, Miscellaneous (e.g. manual invoices)

For Increased Membership Level and Event Accounting: a Product and corresponding Income account must also exist for each area of detail. For example, each Membership Level or group of Membership Levels or each category of Event, identified by an Event Tag from WildApricot.

A Product and corresponding Income Account must exist for each instance of a WildApricot Extra Cost field that should use a different Income account from the rest of an Invoice.

Classes
If Xero Classes are used, at minimum, a single Class must exist for each of the WildApricot modules that are used: Membership, Events, Online Store, Donation, Miscellaneous (e.g. manual invoices). The use of Xero classes is optional and is not required for Xero for WildApricot to operate.

For increased Class granularity: a Class must also exist for each area of detail. For example each Membership Level or group of Membership Levels or each category of Event, identified by an Event Tag from WildApricot.

Accounts Receivable Account and Deposit Accounts
Xero for WildApricot assume “accrual accounting” is in use by the organization. An “Accounts Receivable” and an “Undeposited Funds” account must exist. WildApricot invoices and payments will be posted to these accounts. Xero for WildApricot can use a specific Deposit Account (separate from Undeposited Funds).

Sales Taxes
The Tax rates used in Xero and in WildApricot must be aligned.

Other Xero Settings
Do you use the Sales Form setting “Custom Transaction Numbers” to prevent duplicate Invoices?
Do you use Accrual vs Cash reporting? Xero for WildApricot supports accrual accounting only.

Customer Information
Is there a consistent “Display Name” format for each of the customers that comes from WildApricot to Xero? (e.g. First Name Last Name vs. Last Name, First Name)

Successful installations can take between 10 and 20 hours. This includes both time from our expert consultants and your time providing us configuration data and testing results. NewPath charges a fixed fee of USD$2999 for an installation.



NewPath staff will work with you to configure Xero for WildApricot using the following information:

– configure how customer information flows into Xero
– create a “mapping” of WildApricot invoices & payments to your Xero chart of accounts, Xero Product Item Names and Xero classes (optional).
– identify which WildApricot modules are generating invoices and payments (ie Membership Levels, Events, Online Store, Donations)
– the schedule and frequency of when you would like to send invoices and payments into Xero
– to whom Xero for WildApricot status reports should be sent

You can optionally setup a Xero Online Sandbox account to test syncing WildApricot financial records if you do not want to use the production Xero account. Using a Sandbox first will take more time and add additional cost to the installation process.

Our expert consultant will guide you through the process of identifying which parts of WildApricot are mapped into your existing Xero setup. We will configure the “Business Rules Engine” in Xero for WildApricot. 

NewPath Consulting will not alter your Xero setup for you during the installation procedure. If you are not familiar with Xero or would like to make some changes to your Xero practices or setup, our recommendation is to bring on an experienced Xero expert that can make the necessary changes. We can recommend several that can work with us to make the necesssary adjustments before we begin our installation of Xero for WildApricot.

Since WildApricot uses accrual accounting, Xero for WildApricot follows the same accounting principles. Accrual accounting recognizes the revenue earned at the time of sale and expenses incurred by the company. An example is the sale of an event registration, where the revenue is recorded in the books of account on the date of sale irrespective of whether payment was received at the time of the invoice or on a later date. Since payments can be with a credit card or paid later by cash or check, accrual accounting is usually the standard for associations, especially larger associations.

Small businesses that operate only in cash (i.e. transactions are always paid on the same day as a sale) can use cash accounting effectively. If Xero for WildApricot is used with cash accounting, it can still show revenue (using an invoice) and money received (using a payment mapped to a deposit account of your choice). There may be discrepancies on some reports if the invoice and payment are on different dates or an invoice is not paid in full. As always, please speak to an accountant to understand your organization’s situation and how these statements apply to you. Here is a reference link that provides additional information. And a short video explaining the difference.

The following WildApricot financial objects are supported:
-Invoices
-Payments
-Donations (created as a Sales Receipt in Xero)

The following “Business Rule Mappings” are supported:

-For Invoices:Membership Level Name
-Event tag
-For Payments:If linked Invoice found, invoice mapping may be used to specify different deposit accounts
-Donation:Use “Campaign” custom form field to map to custom campaign account in Xero

The following Xero items can be mapped to:
-Accounts
-Products (Inventory List Items)
-Classes

To get a full picture of all WildApricot financial transactions, we import invoices, customers and link payments to invoices, as recorded in WildApricot. At this time, we cannot import payments or data from payment gateways (eg PayPal, Stripe or Affinipay). The payment gateways do not store enough information to accurately map the revenue to a flexible set of charts of accounts or classes. Since WildApricot can act as the “single source of truth” for financial records of all forms of payments, our recommendation is to import from WildApricot directly rather than from the payment system as that may cause problems in your Xero reconciliation processes.

To get a full picture of all WildApricot financial transactions, we import invoices, customers and link payments to invoices, as recorded in WildApricot. At this time, we cannot import payments or data from payment gateways (eg PayPal, Stripe or Affinipay). The payment gateways do not store enough information to accurately map the revenue to a flexible set of charts of accounts or classes. Since WildApricot can act as the “single source of truth” for financial records of all forms of payments, our recommendation is to import from WildApricot directly rather than from the payment system as that may cause problems in your Xero reconciliation processes.

When there are exceptions during the sync process, you will get a report of any errors or exceptions. An example would be when you introduce a new event tag that has no Xero for WildApricot configuration. The configuration will need to be changed to support new structures in WildApricot.

Any invoices or payments that are edited in WildApricot after they have been imported will also not be sync’d. Those edits will need to be done manually in Xero.