Application Payments using a Xero Integration

This guide explains how a payment batch moves from creation through to reconciliation, across Tahua, Xero, and your bank, for application payments (i.e. when a milestone is not used to payment).

Step 1 — Payment Batch created and application payment assigned A Payment Batch is created in Tahua and the application payment is assigned to it.

Step 2 — Payment Batch reviewed and approved An admin reviews and approves the Payment Batch in Tahua.

Step 3 — Is Bank Account Sync on? Tahua checks whether Bank Account Sync is enabled for the applicant.

• If Yes → Bank account info is synced to the Contact record (Step 3a), then a Contact is created in Xero (Step 4).

• If No → A Contact is created directly in Xero without bank account sync (Step 4), proceeding to bill creation.

Step 3a — Bank account info synced to Contact (Bank Account Sync = Yes only) The applicant's bank account details are synced to their Contact record before it is pushed to Xero.

Step 4 — Contact created in Xero A Contact record is created in Xero for the applicant (either with or without synced bank details, depending on Step 3).

Step 5 — Bill created for Application Payment with Audit Info A Bill is created in Xero against the Application Payment, including all relevant audit information.

Step 6 — Admin exports Batch Payment The admin exports the Batch Payment file from Tahua.

Step 7 — Finance imports Batch Payment Finance imports the exported batch into the banking system.

Step 8 — Bank processes payments The Bank processes the individual payments to applicants.

Step 9 — Xero imports payment info from Bank Feeds Once the Bank has processed payments, Xero automatically pulls in the transaction data via Bank Feeds.

Step 10 — Finance reconciles payment against Bill Finance matches the bank transaction to the open Bill in Xero, completing the reconciliation.

Step 11 — Payment created against Application in Tahua A payment record is created against the Application in Tahua.

Step 12 — Applicant notified and Application status updated The applicant receives a payment notification and the Application status is updated in Tahua. The process is complete.