Accounting & Payments

Kinabase connects to Xero and QuickBooks so your day-to-day records

stay aligned with your accounting system, and to GoCardless so you can collect payments and manage subscriptions without leaving Kinabase. Contacts, products, invoices and bills can all be linked and kept in step, without re-keying data or exporting spreadsheets.

Accounting integrations (Xero and QuickBooks) are part of the Max plan. The settings page prompts you to upgrade if your organisation is on a lower plan.

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1. What Accounting & Payments Helps You Do

Link Contacts

Link a record

Record

An individual entry within a Collection, like a row in a database table, representing one item or entity such as a customer or an order.

in any collection

Collection

A container for records in Kinabase, similar to a table in a spreadsheet or database, used to organise one type of data such as Projects or Contacts.

- such as Customers, Suppliers, or Organisations - to your accounting contacts in Xero or QuickBooks. Outstanding and overdue balances then appear in the record sidebar.

Link Products and Services

Link Product or Service records to items in your accounting system. Sales and purchase pricing, tax codes, and ledger codes flow into Kinabase.

Create Invoices and Bills

Create draft invoices and bills directly from a Kinabase record's line items. Track invoicing, bill coverage, and payment status from the record sidebar.

Collect Payments

Connect a payment provider to collect Direct Debit payments and manage subscriptions against your records.

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2. Select Your Provider

Only one accounting integration can be active per Kinabase organisation. If you connect a second provider, Kinabase warns you first and then disconnects the existing one automatically. Payments are separate from accounting, so you can connect a payment provider whether or not you use Xero or QuickBooks.

1

Connecting Xero

Connect your Xero organisation to Kinabase using OAuth. Multi-organisation Xero accounts are supported - you'll be prompted to select which organisation to link.

Learn more

2

Connecting QuickBooks

Connect your QuickBooks Online company to Kinabase. Customers and Suppliers are handled separately by QuickBooks - Kinabase guides you through choosing the right type.

Learn more

3

Configuring collections for accounting

Once connected, select what each collection represents - Customers & Suppliers, Products & Services, Invoices, Subscriptions or Bills - and map fields between Kinabase and your accounting system.

Learn more

4

Configuring subscription billing

Map the products, amounts, quantities, and schedules used to bill subscriptions through your connected accounting or payment providers.

Learn more

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3. How Accounting Is Structured

Kinabase uses the same core structure for both accounting providers. Whichever one you connect, you will work with the same building blocks:

Contacts

People and companies you sell to or buy from. In QuickBooks, these are split into Customers and Suppliers. In Xero, a contact can be both.

Items

Products and Services with sales and purchase pricing, tax codes, and ledger codes.

Invoices and Bills

Transactions created from a record's line items. Status (Draft, Approved, Paid, etc.) and amounts flow back into Kinabase.

Reference data

Tax Codes and Chart of Accounts (Ledger Codes) are kept in Reference Data

Reference Data

Shared lists of values, managed centrally, that you can reuse as Select or Multi-Select options across multiple Collections.

, automatically populated when you connect.

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4. Manage the Integrations

Your accounting and payment connections live in Settings → Integrations → Accounting & Payments. You must be a System admin to connect, disconnect, or change a linked organisation.

From the settings page you can:

• Connect an accounting provider or a payment provider.
• See the Organisation, Connected time, and Last active time for each connection.
• Sync Reference Data on demand from the options menu (⋯) on an accounting provider's row.
• Change Organisation (Xero only) without re-authenticating.
• Disconnect an integration. Any data already synced into Kinabase remains, but reference records (tax codes and ledger codes) are archived.

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5. Plan and Permissions

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Connecting your accounting and payment providers to Kinabase keeps your operational and financial data in step, without re-keying anything by hand.

Ready to get started? Connect Xero or QuickBooks, and set up collections for accounting.

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Need more help? Ask your System admin, or contact our support team via Help & Support.