When Nagaris creates an invoice in Xero, it applies a Xero branding theme that controls what your client sees, especially the payment instructions at the bottom of the invoice. This article covers the Xero Accounting Settings card and the matching invoice email templates.
You will find the card in Settings → Billing. It only appears when your organisation is connected to Xero. Billing must be enabled for your organisation. If you do not see it, contact support.
The card summarises the flow at the top:
Client pays, recorded in your Clearing Account.
Nagaris fee, recorded as a Spend Money expense.
Net amount, transferred to your bank account.
The clearing account returns to $0.00, and the bank deposit matches your bank feed automatically.
Service Income: where your invoice revenue is recorded.
Processing Fee Revenue Account: where credit card surcharge revenue is recorded when clients pay the fee.
Processing Fees Expense: where Nagaris fees are recorded as expenses.
Clearing Account: temporary holding account for payment processing. Only Xero current asset accounts with enable payments turned on are offered.
Settlement Bank Account: used to match settlement payouts to your bank account.
Each selector saves as soon as you pick an account. If an account does not exist yet, you can create it from the selector without leaving Nagaris. Use the card's menu action Sync Chart of Accounts if recently added Xero accounts are not showing.
Under Which invoice does each client see? you pick a Xero branding theme for each of the three ways a client can pay. Nagaris fills in the payment details itself for the first two. You only add your own bank details for the third. Money always lands in the right account and no one pays twice.
When Nagaris collects the payment (badge: Nagaris auto charges). Used when Nagaris charges the client's saved card or bank account for you. Pick a template with no bank details and no please pay line, so the invoice simply confirms the payment is already taken care of.
When the client pays into your Nagaris account (badge: Client pays Nagaris). Used when the client pays the invoice themselves by PayID or bank transfer. Nagaris gives every client their own unique account number and PayID and adds them to the invoice for you. Nagaris matches the payment instantly and pays it out the same day, so pick a template with no bank details of your own.
When the client pays you directly (badge: Client pays you). Used when the client pays straight into your own bank account and Nagaris is not involved. You will match the payment yourself in Xero. Pick a template that does show your own bank details and how to pay steps.
The one thing to get right: only the last template should show your own bank details. On the first two, your own bank details could send money to the wrong place or have a client pay twice.
Use the refresh button next to the section heading if your Xero branding themes have changed recently.
When you create an invoice, the Payment option you pick selects the matching default branding theme automatically:
Client pays you directly uses the client pays you directly template.
Charge a saved payment method uses the auto collect template.
Add bank transfer details to the invoice uses the client pays Nagaris template.
You can still override the Branding Theme field on any individual invoice.
Invoice emails have their own template categories, managed under your email templates:
Invoice (Auto collect)
Invoice (Client pays Nagaris)
Invoice (Client pays directly)
When you change the payment option on an invoice, Nagaris switches to the matching category and pre selects the template marked (Default) for it. Invoice templates support the placeholders Invoice Number ({{invoice_number}}), Total Amount ({{total_amount}}) and Due Date ({{due_date}}). Account detail placeholders BSB ({{bsb}}), Account Number ({{account_number}}) and PayID ({{pay_id}}) are also available for the client pays Nagaris path.
At the bottom of the card, the Email invoices to clients switch (Send invoices to client when taking payment) sets the firm wide default for whether new invoices are emailed to the client's contact. You can still override this per invoice, and each engagement payment package has its own Email invoices to contact setting. See Managing payment plans and scheduled payments.
