Events with ticketing can generate Xero invoices for ticket purchases. You configure the financial settings on each ticket, then enable invoicing in the event's RSVP page using the Payment Method block. When an attendee selects ticket quantities, the ticket's mapped financial settings auto-populate the invoice.
Before you start
- Your Xero organisation must be connected and the relevant items, accounts, tax rates and (optionally) tracking categories mapped (see Configuring mappings (tax rates, accounts, items, tracking categories)).
Create the event and enable tickets
Each event is organised into sections that you move between from a bar across the top of the event (see Events — Overview). The ticket sections only appear once tickets are turned on.
- Go to Events.
- Click Create event, or open an existing event.
- In the Details section, expand the Settings dropdown and turn on Tickets. This adds the Ticket types and Bookings sections to the event.
- Open the Ticket types section. On a narrower window it sits under the Setup menu.
Create a ticket
- Click New ticket.
- Under Select a ticket type, choose General ticket or Group ticket.
- Set the Ticket name.
- Set the Price.
- Set the Ticket capacity — the number of tickets available.
Show ticket and Add ticket description control how the ticket is presented. Under Advanced ticket settings, Add Ticket Criteria lets you limit who can see the ticket — by criteria such as membership status or level.
Configure financial ticket settings
Open the ticket's Financial ticket settings and map the finance objects this ticket invoices against:
- Item — the item used for invoicing this ticket, for example Event ticket.
- Account — the account used for invoicing this ticket, for example Event registrations.
- Tax rate — for example GST on income.
- Your tracking categories — each tracking category appears as its own field, named for that category. In this account they are Location (tracking category) and Department (tracking category).
- Tax inclusive — tick if the ticket price includes tax.
Click Save ticket.
A default item for every ticket. Rather than choosing the item on each ticket, you can set an account-wide default in Settings → Finance & usage → Invoice settings → Defaults, in the Event ticket row under Item defaults. It applies to new ticket types, and to tickets that have no item of their own. Tickets that already have an item keep it.
Enable invoicing on the RSVP page
- Open the event's RSVP section (under Setup on a narrower window) and open the RSVP page.
- Add the Payment Method block.
- Go to Invoicing and tick Allow invoice as payment method.
- Under Integrations, select Xero. SwiftFox shows a success message reading Integration valid once it has checked.
Bookings you create yourself
When you raise a booking by hand from the event's Bookings section (see Audience & bookings), the Create booking panel has an Integrate with Xero checkbox. Tick it to send that booking's invoice to Xero; clear it to keep the invoice in SwiftFox only.
To choose whether the box starts ticked, go to Settings → Finance & usage → Invoice settings → Delivery options and, under Integrations, turn Integrate Events with Xero by default on or off. This only sets the starting position — each booking can still be changed. The setting cannot be turned on until a Xero organisation is connected.
With the box ticked, SwiftFox checks the ticket's Xero setup before the booking is created. If no Xero organisation is connected, or the ticket's item, account or tax rate is not set up for Xero, the panel shows what is missing and the booking cannot be created until it is fixed or the box is cleared.
What attendees experience
- Attendees can select ticket quantities on the RSVP page.
- The ticket's mapped financial settings (item, account, tax rate, tracking categories, tax inclusive) auto-populate the resulting invoice.
- Contact matching applies when the invoice is sent, linking to an existing Xero contact or creating a new one (see Contact matching between SwiftFox and Xero).