Xero and Eats365 Integration Guide 2024

In today’s competitive restaurant industry, efficient operations and precise financial management are key to success. For restaurant owners, integrating Xero accounting software with the Eats365 POS system is a game-changing solution that automates accounting, simplifies sales tracking, and enhances real-time reporting. This comprehensive guide will walk you through the benefits of integrating Xero with Eats365 and provide a detailed how-to guide for getting started.

What is Xero?

Xero is one of the world’s most popular cloud-based accounting platforms, trusted by businesses of all sizes. Known for its user-friendly design and powerful functionality, Xero offers tools for:

• Invoicing: Quickly create, send, and manage invoices.
• Bank Reconciliation: Automate reconciliation of bank transactions, minimizing human error.
• Expense Tracking: Track expenses and manage budgets in real time.
• Financial Reporting: Generate detailed financial reports, including Profit & Loss statements, Balance Sheets, and custom reports.

By integrating Xero with Eats365, restaurant owners gain an automated accounting solution that streamlines processes and provides a clear, real-time overview of their business’s financial health.

What is Eats365?

Eats365 is a powerful, iPad-based POS system tailored for the food and beverage industry. Its features are designed to simplify order management, payment processing, and data tracking. Popular in the Hong Kong restaurant market, Eats365 stands out for its ease of use and integration capabilities.

Key features of Eats365 include:

• Order Management: Staff can easily take orders, customize menus, and adjust quantities with a few taps.
• Real-Time Sales Tracking: The system instantly updates sales data, which can be accessed from any device with internet access.
• Customizable Menus: Modify and organize your menu items in the backend, making it easier to update specials or seasonal dishes.

Eats365 makes order and payment management seamless, allowing restaurant owners to manage their operations efficiently and provide a smoother dining experience for customers.

Why Is It Important To Integrate Xero with Eats365?

Integrating Eats365 with Xero is highly beneficial for restaurant businesses aiming to optimize operations and improve financial accuracy. Here’s why this integration is a game-changer:

• Automated Data Sync: Sales and payment data from Eats365 syncs directly with Xero, reducing manual data entry and the risk of human error.
• Real-Time Financial Insights: By integrating Xero, restaurant owners get a real-time overview of daily sales, cash flow, and revenue performance.
• Enhanced Reporting and Analysis: Integrated reporting from Eats365 and Xero provides insights into profit margins, cost management, and top-selling items, helping restaurateurs make informed decisions.

In short, this integration boosts operational efficiency, cuts down on manual work, and provides a deeper understanding of your business’s financial performance.

How To Use Eats365 POS System?

Using Eats365 POS is straightforward, with features that simplify various aspects of restaurant management. Here’s a step-by-step guide to using Eats365 effectively.

How to Process Orders with Eats365

With Eats365, staff can take customer orders directly on an iPad. They simply select items from the menu, adjust quantities, and customize options (e.g., extra toppings or sides). Once an order is placed, it’s instantly available in the backend for managers and other team members, ensuring seamless communication and quick service.

Step 1: Login to Eats365 on Your iPad

• Open the Eats365 app on your iPad.
• Login using your designated role (e.g., Manager, Server).

Step 2: Select the Table or Order Type

• Choose the dining option:
  • Dine-In: Select the table where the guests are seated.
  • Takeout: Choose the takeout option if the order is for pickup.

Step 3: Enter Guest Count (Optional for Dine-In)

• For dine-in orders, you may need to enter the number of guests at the table.

Step 4: Open the Menu and Select Items

• Access the menu on the app to view available items.
• Select items as ordered by the customer.
• For each item, you can:
  • Adjust the quantity.
  • Customize options (e.g., additional toppings, sides, or specific instructions).

Step 5: Customize Orders (If Necessary)

• If customers have specific requests, select the item to open customization options.
• Make adjustments as needed, such as choosing portion sizes or adding/removing ingredients.

Step 6: Review the Order

• After adding all items, review the order summary to confirm accuracy.
• Make any last-minute adjustments if needed.

Step 7: Send the Order to the Kitchen

• Once the order is finalized, tap “Send” or “Place Order” to submit it to the kitchen.
• The order will appear in the kitchen display or print out as a ticket, depending on your system setup.

Step 8: Monitor Order Status

• The order status can be monitored from the Eats365 app.
• You’ll see updates as each dish is prepared and ready for delivery to the table or counter.

Step 9: Serve the Order to the Customer

• Once the order is complete, serve it to the customer or prepare it for takeout.

How to Settle Payments via Visa & Cash

Eats365 supports multiple payment methods, including cash, Visa, and other card types. When it’s time for customers to settle their bills, staff can select the appropriate payment method at checkout, and Eats365 even supports split payments. This flexibility makes it easy to accommodate customer preferences and speeds up the payment process.

When it’s time to settle a bill in Eats365, the system allows flexibility in handling multiple payment methods, such as splitting between Visa and cash. Here’s how to do it:

1. Open the Payment Screen
   • Once the customer is ready to pay, go to the table (e.g., Table B) in the Eats365 system.
   • Tap the Payment button located at the bottom right corner to access the payment screen.
2. View the Total Bill
   • The system will display the total amount due (e.g., 770 units).
   • Note: This amount may include any applicable service charges.
3. Select Payment Methods
   • If customers wish to split the bill, they can pay using different payment methods, such as cash and Visa.
   • You can handle individual or group payments by dividing the amount across various payment options.
4. Process Cash Payment
   • For customers paying part of the bill in cash, select Cash as the payment method.
   • Enter the amount to be paid in cash (e.g., 200 units) and confirm the transaction.
5. Process Visa Payment
   • For the remaining amount, select Visa as the payment method.
   • Enter the amount to be paid by Visa (e.g., 570 units) and confirm the transaction.
6. Complete the Transaction
   • Once both cash and Visa payments are entered, the system will automatically update the bill as paid.
   • Tap Complete to finalize the transaction.

How to Reconcile Cash vs. Cash Drawer

Reconciliation is crucial for accurate financial management. Eats365 simplifies cash reconciliation by allowing restaurant owners to compare the actual cash in the drawer with the recorded sales at the end of each shift. This process ensures accuracy in cash handling and helps detect discrepancies early.

At the end of each business day, you can use Eats365’s end-of-day (EOD) features to reconcile your cash drawer and ensure that cash received matches your recorded sales. Here’s how to do it:

1. Access the Cash Reconciliation Screen
   • At the end of the day, go to the Settings icon (usually a gear icon) at the top left of the Eats365 screen.
   • Select the option to begin a Cash Summary to start the reconciliation process.
2. Enter Cash Received
   • Count the actual cash in the cash drawer.
   • For example, if you have received 200 units in cash for the day, enter 200 units in the summary screen.
3. Check Total Sales Against Expected Amount
   • Compare the total cash recorded in Eats365 with the cash you have counted.
   • Verify that the actual cash matches the expected total sales amount for the day. This helps confirm that all cash transactions are accounted for.
4. Perform End-of-Day Reconciliation
   • Once you confirm that the cash drawer matches the recorded sales, proceed with the End-of-Day (EOD) reconciliation.
   • Select End of Day to finalize the day’s transactions.
5. Sync Data to Eats365 Backend and Xero
   • After completing EOD, Eats365 automatically sends the daily sales data, including cash totals, to the backend.
   • The backend system will then sync this data to Xero, where you can further review the daily sales report.

How to Process Day-End Reconciliation

At the end of each day, Eats365 enables restaurant owners to perform a day-end reconciliation. This feature compiles daily sales data and automatically syncs it with Xero, eliminating the need for manual data entry. With this daily reconciliation, restaurant owners can maintain accurate financial records and streamline their accounting workflow.

The Day-End Reconciliation process in Eats365 allows you to close out the day’s transactions, reconcile cash and card payments, and ensure all data is accurately recorded and synced to Xero for accounting purposes. Here’s how to complete this process:

1. Verify Cash Drawer Totals
   • At the end of the business day, count the actual cash in the cash drawer.
   • Open the Eats365 system and go to the Cash Summary screen to enter the total cash received.
   • Compare this amount with the expected cash total based on recorded sales.
2. Review Payment Totals
   • Check all payment types, including credit card transactions and other payment methods (e.g., Visa, MasterCard, and other third-party payments).
   • Ensure each payment type’s recorded amount matches the actual payments received.
3. Access the Day-End Reconciliation Screen
   • Go to the Settings (usually a gear icon) on the Eats365 screen.
   • Select the End of Day (EOD) option to begin the day-end reconciliation process.
4. Confirm Sales and Payment Summaries
   • Review the summary of total sales and payment breakdowns provided on the EOD screen.
   • Confirm that all transactions, including cash, card, and any other payments, are accurately recorded.
5. Finalize and Submit Day-End Reconciliation
   • After verifying all amounts, finalize the EOD process by selecting Submit or Complete End of Day.
   • This action closes out the day’s transactions in Eats365, marking them as complete.
6. Sync Data to Xero
   • Once EOD is completed, Eats365 automatically syncs the day’s sales and payment data to Xero.
   • Log in to Xero and check the Invoices or Sales Reports section to verify that the data from Eats365 has been successfully imported.

Sales Analysis and Reporting

Eats365 offers a variety of Business Intelligence (BI) reports that allow owners to monitor performance metrics such as daily sales, customer count, and popular menu items. By analyzing these reports, you can better understand customer preferences, evaluate staff performance, and make data-driven decisions on menu updates or marketing promotions.

1. Daily Sales Overview:
   • In the Eats365 backend, view daily sales totals, including the number of customers served and total transactions completed.
   • Identify the top 10 selling items for the day to understand what products are in highest demand.
2. Sales Trends Over Time:
   • Access historical sales data to analyze trends over specific periods, such as from the previous year to the current date.
   • See cumulative sales totals, daily sales figures, customer counts, and average spending per customer.
   • Track discount amounts and other modifiers affecting total sales.
3. Operational and Sales Reports:
   • Generate operational reports to see cumulative metrics such as total sales, transaction counts, and customer numbers.
   • Examine the types of services contributing to sales, including service charges, delivery fees, and discounts, and how each affects overall revenue.
4. Payment Method Analysis:
   • View a breakdown of sales by payment method to identify which types of payments (e.g., cash, credit cards) are most frequently used.
   • Determine which payment methods contribute the most revenue, helping with financial planning and payment processing optimization.
5. Dine-In vs. Takeout Distribution:
   • Analyze the distribution between dine-in and takeout orders to see where the majority of sales are coming from.
   • This report also provides insights into tip amounts and service charges associated with each order type.
6. Product and Category Analysis:
   • Break down sales by product category, showing which types of items (e.g., beverages, main dishes) are most popular.
   • Analyze individual item sales within each category to see detailed performance of specific products.
   • Monitor sales of meal packages or combos to understand customer preferences.
7. Sales Reports by Time Period and Category:
   • Generate reports based on specific time periods or product categories to identify peak sales times and popular item trends.
   • This analysis is useful for planning inventory, staffing, and promotions based on sales performance over time.
8. Sales by Product Type or Category:
   • The backend also offers sales analysis by product type, allowing you to see total sales for specific categories and make data-driven decisions on menu adjustments.

These features in Eats365’s reporting system provide valuable insights, enabling restaurant owners to make strategic decisions regarding menu offerings, pricing, and operational improvements. Each report can be customized to show data over various time frames, helping to optimize the restaurant’s overall performance and financial health.

How To Integrate Eats365 with Xero?

Integrating Eats365 with Xero is simple, and this step-by-step guide will ensure a smooth setup process for your business.

Step 1: Getting Started with the Integration

• The Eats365 and Xero integration enables your restaurant’s POS data to link directly to Xero, automating accounting tasks.
• After performing the End of Day (EOD) function on Eats365, a Daily Sales Summary will be sent to Xero. This summary includes detailed breakdowns of sales and payment accounts, simplifying your accounting process.

Step 2: Logging into Xero from the Eats365 Merchant Portal

1. Log in to the Eats365 Merchant Portal.
2. Navigate to the Integration tab and select Xero.
3. Click Connect to Xero. If the Xero login page doesn’t appear, make sure that popups are allowed for your browser.
4. Log in to Xero using your registered email and password.
5. Click Allow Access to authorize Eats365 to link with Xero.

Step 3: Setting Up Xero Integration and Data Mapping

1. Map Daily Closing Report Items:
   • After authorizing Xero, map each item from your Daily Closing Report to its corresponding Xero account. Make sure all items are mapped to avoid errors in your Daily Sales Report.
   • Save your changes.
2. Create a Xero Contact for Eats365:
   • Go to the Export tab and create a contact in Xero specifically for Eats365 billing. This contact will be used when exporting daily reports to Xero.
   • Save this contact setup.
3. Account Mappings:
   • Under the Account Mappings tab, assign each line item to the appropriate Xero account (e.g., food sales, beverage sales, etc.).
   • 
   • Next, map each payment type (e.g., cash, credit card) to the relevant Xero payment account in the Account Mappings section.
   • 
4. Map Sales Tax (if applicable):
   • If your country or region requires sales tax, map the tax rate from your Xero account to the tax rate set in Eats365.
     
5. Set Up Tracking Categories (Optional):
   • If you operate multiple outlets, add each location under the Tracking Category tab. This feature allows you to track the performance of individual outlets in Xero.
     
6. Save All Settings:
   • Once all settings are configured and saved, Eats365 will automatically send a Daily Sales report to Xero whenever the End of Day (EOD) process is completed on the POS system.

Syncing Daily Sales and Payments from Eats365 to Xero

After setting up the integration, Eats365 automatically sends daily sales and payment data to Xero. This synchronization eliminates the need for manual data entry, saving time and reducing the risk of errors. With all your sales data synced to Xero, you can easily monitor cash flow, track revenue, and analyze profit margins.

Step 1: Complete the End-of-Day (EOD) Process in Eats365

• At the end of each business day, perform the End of Day (EOD) process in your Eats365 POS system.
• This action will automatically trigger the synchronization, sending the day’s sales summary and payment data to Xero.

Step 2: Verify Data in Xero’s Invoices

• After completing the EOD, log in to your Xero account.
• Navigate to the Invoices section to check if the sales data from Eats365 has been successfully imported.

Step 3: Review Specific Sales Information

• In the Invoices area, you should see detailed sales information, such as records for each day (e.g., January 4th), showing that the data has been transferred accurately.
• The daily sales data will include detailed breakdowns of sales items and the payment status (e.g., marked as paid).

Reconciling Eats365 Payments in Xero

Reconciling payments is critical for accurate accounting. In Xero, restaurant owners can verify that all Eats365 payments are recorded accurately. This feature helps prevent discrepancies in revenue tracking and provides a clear picture of the restaurant’s financial performance.

Reconciling your cash drawer with the recorded sales data from Eats365 helps ensure accurate accounting and smooth handling of any transaction fees or discrepancies. Here’s a step-by-step guide:

1. Verify Cash Payments in Xero:
   • Once your daily sales are synced to Xero, go to the Invoices section and check the cash payments recorded for the day.
   • Confirm the cash amount recorded in Xero matches the actual cash in the cash drawer.
2. Reconcile Credit Card Transactions with AR Global Payment:
   • Credit card transactions (e.g., Visa) are typically recorded under Accounts Receivable (AR) Global Payment in Xero.
   • After a few days, when the payments are processed by Global Payment, you’ll receive the funds minus any processing or handling fees.

3. Record Global Payment Settlement:
   • When the payment from Global Payment arrives, you’ll need to adjust for any discrepancies due to handling fees.
   • For example, if the initial credit card transaction was 570 units, the final amount after Global Payment processing might be slightly less (e.g., 552.9 units).

4. Add Handling Charges:
   • In Xero, go to the invoice and add a line item to record the handling charge.
   • Include details such as:
     • Date of the transaction (e.g., January 4th).
     • Description (e.g., “Settlement of income” or “Global Payment Handling Charge”).
     • Amount of the handling fee (e.g., 17.1 units).
   • Select AR Global Payment as the account and input the final amount after fees.

5. Save and Reconcile:
   • Save the transaction after entering all necessary details.
   • Perform a final reconciliation to ensure that the recorded cash and card payments match the actual amounts received.

6. Final Check:
   • Review all details to confirm that the total sales, cash, and card transactions align accurately with the day’s records.

Generating Financial Reports in Xero

With data from Eats365, Xero allows you to generate comprehensive financial reports, such as Profit and Loss statements and Balance Sheets. These reports provide valuable insights into revenue, expenses, and overall profitability, making it easier for restaurant owners to make data-driven decisions and evaluate their business’s financial health.

Click Accounting > Reports > Balance Sheet

Click Accounting > Reports > Profit & Loss

How Can FastLane Help with Xero and Eats365 Integration?

FastLane specializes in helping restaurant businesses integrate Xero with Eats365 for maximum efficiency. Our team provides tailored solutions to ensure seamless integration, accurate data syncing, and ongoing support. Here’s how FastLane can assist:

• Custom Setup and Training: FastLane ensures your Eats365 and Xero integration is set up correctly, with training sessions to help you and your staff use the system confidently.
• Ongoing Support: Our team is available to troubleshoot issues, provide system updates, and assist with new feature rollouts, helping you keep operations running smoothly.
• Customized Reporting: FastLane can help create personalized reports in Xero to meet your specific business needs, enabling you to monitor performance metrics that matter most to your restaurant.

FastLane’s expertise allows restaurant owners to save time, reduce manual work, and focus on delivering outstanding customer service.

Conclusion: Enhance Your Restaurant’s Efficiency with Xero and Eats365 Integration

By integrating Xero accounting software with the Eats365 POS system, restaurant owners can streamline their daily operations, automate accounting tasks, and gain a clear view of their financial performance. This Xero and Eats365 Integration Guide 2024 provides everything you need to know to make the most of this powerful combination.

If you’re considering a solution to optimize your restaurant’s finances and simplify POS management, FastLane’s Xero and Eats365 integration service can provide the support you need to achieve seamless operations and robust growth.