With OneSaas, you're able to set up your complete integration between Squarespace and Xero within minutes using our simple setup process. Below is a step by step walkthrough, highlighting some useful key points throughout the process:
Begin here by connecting your apps to OneSaas. If you haven't already connected your apps, you can follow our guides to connect Squarespace and Xero. Select Manage to move forward.
The configuration process described below is for a standard integration between Squarespace and Xero. If you are also connecting a third app, then you'll have to configure this as you go through the setup process.
1. You will now be presented with three main workflows, which are all optional (please read and only enable the workflows relevant to your business):
- Sales from Squarespace to be sent into your Xero
- Products from Squarespace to be sent into your Xero
- If you have inventory turned on in your Xero, OneSaas can read this information and update Squarespace.
2. Start the configuration process by selecting the first workflow - to sync Squarespace orders into Xero, as shown below:
Once you've selected the first option to create orders in your Xero you'll be asked to:
- Select the Squarespace order statuses from which the app will retrieve sales from to sync into your Accounting system.
(e.g. Depending on the nature of your business, you may want to also sync sales in the Pending or Fulfilled statuses)
3. Click on Advanced Options
A) Order Number Prefix - The prefix you input here is added to all orders retrieved from your Squarespace account. For example: If you have order '1234' in Squarespace and you add the prefix 'SQ-' in the configuration, your order will be retrieved into OneSaas with the order number 'SQ-1234' and sent to Xero accordingly.
B) Use Shipping Item - You may be charging your customers extra shipping charges on your sales. If this occurs, the integration can allow you to specify a dedicated "Item" to assign these shipping charges. This will allow you to easily track any revenue generated from shipping charges. You can read more about how this works here.
C) Discount Item - Similar to the Shipping item option above, you can specify a dedicated discount 'Item' so you can track your discounts on sales.
D) Unpaid and Paid orders - The next two options allow you to select how you want your Squarespace unpaid and paid orders to be sent to Xero. Please select the appropriate options for your business.
E) Set Tax on Invoice to be - This option allows you to choose how the tax will be added in your invoices in Xero.
F) Automatic Invoice Number - By selecting this option OneSaas will allow your accounting system to assign an automatic invoice number, e.g. to adhere to sequential invoice number rules, rather than using the invoice number provided by Squarespace.
G) Original Customer / Customer's Organization / Generic Online Sale Customer - Most Accounting systems require a customer record to be specified when a sales invoice is created. This particular option allows you to choose the nature of the customer record that is being created. The default option is Original Customer, however, if your Squarespace customers specify a company name and you prefer to have that appear within your Accounting system instead, then you can opt for the Customer's Organization option.
You can read more about how this works here.
H) Swap Billing and Shipping Address - This option will allow you to use the billing address as the shipping address in your invoices in Xero.
I) Due Date Offset Type - A due date type will be assigned if transactions do not have a due date. This is calculated using the transaction date, the Due Date Offset and the type specified. If not set, the transaction date is used as the due date.
H) DueDate Offset - Number of days a due date will be assigned if transactions do not have a due date. This is calculated using the transaction date and the Due Date Offset. If not set, the transaction date is used as the due date.
I) Tracking Code - Xero uses tracking categories and options to keep your chart of accounts manageable and you are given the option here to assign your Squarespace sales to your choice of tracking codes in Xero.
4. Next, you'll be taken to the tax configuration page. Here, for each tax created/defined in your Squarespace, you must select its corresponding tax code in Xero. You can read more about the tax configuration here.
5. If you would like refunds generated in your Xero when an order is refunded, or canceled in Squarespace, you can select this option.
- Choose your Refunds Account
- Specify a Refund Order Number Prefix. The default settings here is -R
- Partial Refund Product - this product is going to represent partial refund amount
- Automatic Refund Document Numbers - This option when enabled allows Xero to assign credit note numbers automatically instead of using the refund order number from Squarespace.
6. If you'd like OneSaas to Create new Items in Xero, you can enable this option.
On the Items Settings configuration page, you'll have to select the Income and Expense Accounts to be used for Inventoried and Non-Inventoried items.
You can find more information on the integration of items here.
7. Next, payment configuration settings will allow you to select whether you want payment data from Squarespace to be registered against your sales within your Xero.
Select your Default Payment Account - Deposit Payments into Account
All payment methods that are not individually mapped will be mapped to the default account selected here.
Click on the Advanced Options if you wish to map all your Squarespace payment methods to a corresponding account in Xero.
Note: If you are unsure of which clearing accounts to use, please consult with your accountant.
You can find more information on the integration of payments here.
Make sure you click on Save once you are happy with your changes.
8. You also have the option to send your order payment fees that were processed through Squarespace by enabling this option.
Please Note: If you want to send fees to Xero please make sure that this is configured with the help of your accountant.
Map Individual Expense Accounts.
9. The next workflow option will allow OneSaas to read all of your Squarespace products and create them into your Xero. Some users prefer to only have items that are used in actual sales to be created (which is covered above). While other users prefer to take all Squarespace items and send them through instead.
Please note, if you want different products to have different income/expense accounts, then this will all have to be set up within your Accounting system after the items are created by the app.
You can find more information on the integration of items here.
If you are happy with your configuration, hit Save before proceeding to the next workflow
10. Finally, if you would like stock level updates from Xero syncing back to Squarespace you can simply select this option and hit Save.
PLEASE NOTE: This option should only be enabled if you have stock levels set up prior to the integration. Otherwise, you will risk wiping out your Squarespace stock levels.
Make sure you click on Save once you are happy with your changes.
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Once you are finished with configuring your integration workflow settings, you can proceed with setting up your sync settings. This can be found at the top of your workflow settings under the Manage tab.
The Integration Starting Date setting specifies a filter against your Squarespace order date. This means any orders dated before the specified date will not sync.
Once you have agreed to the OneSaas user terms and conditions, you can then turn on the automated hourly sync!
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