Xero Integration FAQ

No. DonorChase only reads from Xero. It never creates, changes or deletes contacts, invoices, payments or anything else, so your Xero records stay exactly as you keep them.

• It doesn't write anything back to Xero, so chasers and comments stay in DonorChase.
• It doesn't send invoices, statements or reminders to donors. Your team contacts donors, and DonorChase helps them prepare messages and keeps track.
• It doesn't collect payments from donors, so there are no payment processing fees to account for in Xero.
• It doesn't read bank transactions, bills, journals or reports, and doesn't reconcile your bank.
• It doesn't copy your contacts' email addresses, phone numbers or postal addresses from Xero.
• It doesn't convert currencies. DonorChase is designed for organisations invoicing in pounds sterling.
• It doesn't make Gift Aid claims. For that, see our sister product, DonorBoost.

Raise each pledge, fee, membership or donation request as a sales invoice to the donor's contact, and record what they pay against that invoice, usually by reconciling your bank feed. DonorChase compares the two to show what is still owed. If you don't raise invoices today, our integrations page explains why it's worth doing and how it affects your reports.

Every night, automatically. An administrator can also click Sync Now on Settings → Xero Connection at any time. See How data flows for exactly what each sync updates.

Carry on reconciling in Xero exactly as you do now. When you match a bank line to an invoice, Xero records a payment against it, and DonorChase picks the payment up on its next sync. Payments you don't match to an invoice, such as a bank line coded straight to income, can't be linked to a donor's pledge, so DonorChase still shows that invoice as owed. Money received on account, recorded as an overpayment in Xero, reduces what the donor owes.

• It's still a draft or awaiting approval in Xero. DonorChase reads invoices only once they're approved.
• It was raised since the last sync. Click Sync Now on Settings → Xero Connection.
• It's waiting to be put on a dashboard in Settings → Allocate Invoices, or it was marked Don't Import there.
• Its date is before the Hide Invoices Before date in Settings → Dashboard Setup.
• It was voided or deleted in Xero.

DonorChase doesn't copy them from Xero. You can add contacts with Add Contact on each donor's page, or upload them all at once from a spreadsheet using Settings → Upload Contacts.

Yes. Each Xero organisation is a separate DonorChase account with its own dashboards, team and subscription. Sign up again with the same email address and choose the other organisation; it's added to your existing login, and you can switch between organisations from the menu.

Only the people your DonorChase administrators invite. Each user logs in with a password or with Xero, plus a code sent to their mobile. Only administrators can manage the Xero connection, users and billing.

From Settings → Xero Connection in DonorChase, or from Settings → Connected apps in Xero. Your data in DonorChase is kept, and you can reconnect at any time. See Managing your Xero connection.

Yes. Contact us and we'll set you up.

Your first month is free, with full access and no card needed. We email your DonorChase administrators a week before it ends. To keep going, an administrator subscribes from Settings → Billing. If you subscribe during the trial, you still get the whole month free: your first payment is taken when the trial ends.

It depends on the value of invoices synced from Xero that are dated in the last 12 months: £500 a year or £50 a month up to £500,000; £1,000 a year or £100 a month up to £1 million; and £1,500 a year or £150 a month above that. Prices exclude VAT. See our pricing page.

We check the value each night, and each payment is charged at the tier that applies when it's taken. You're never charged partway through a period, and your Billing page always shows your current tier.

By card, annually or monthly, through our payment provider, Stripe. Administrators can click Manage Billing on Settings → Billing to update the card, change the billing details and VAT number on your invoices, and download past invoices.

Stripe retries it over the following days, and DonorChase shows a reminder to update your payment details, which you can do from Manage Billing. If the payment still can't be taken, the subscription ends and access stops until an administrator subscribes again from Settings → Billing.

An administrator clicks Manage Billing on Settings → Billing and cancels there, or emails info@donorchase.com. You keep full access until the end of the period you've paid for, and you can change your mind until then. Payments already made aren't refunded.

When your trial or subscription ends, access to DonorChase stops, but your data is kept for 30 days in case you change your mind; subscribe from Settings → Billing to pick up where you left off. After 30 days, DonorChase disconnects from Xero. You can ask us for an export of your data within that time, and we then delete it, as set out in our Terms and Conditions.