| Data | Direction | System of record | Trigger | Notes |
|---|---|---|---|---|
| Organisation → Xero contact | CRM → Xero | Chamber CRM | On first invoice | Matched on NZBN, then name, then email. Unmatched go to a review queue rather than creating a duplicate. |
| Sales invoices | CRM → Xero | Chamber CRM | On raise / approve | Pushed as AUTHORISED with line items, account codes, tax rate and tracking categories. |
| Credit notes | CRM → Xero | Chamber CRM | On issue | Allocated against the original invoice automatically. |
| Payments & part payments | Xero → CRM | Xero | Webhook + sweep | Updates invoice status, clears the member's balance, stops the reminder ladder. |
| Card payments taken in CRM | CRM → Xero | Chamber CRM | On successful charge | Posted as a payment against the invoice to the nominated clearing account. |
| Chart of accounts | Xero → CRM | Xero | On demand / daily | Read-only. Populates the account pickers throughout the CRM. |
| Tax rates | Xero → CRM | Xero | Daily | Read-only. GST 15% is selected per line, never hard-coded. |
| Tracking categories | Xero → CRM | Xero | Daily | Read-only. Lets the Chamber report P&L by revenue stream and by event. |
| Bank transactions & reconciliation | Not synced | Xero | — | Deliberately out of scope. The bank feed and reconciliation stay entirely in Xero. |
| Bills / accounts payable | Not synced | Xero | — | Out of scope. The Chamber's supplier invoices are a Xero matter. |
| Revenue stream | Xero account | Tax rate | Tracking |
|---|---|---|---|
| Membership subscriptions | 200 — Membership Subscriptions | GST on Income (15%) | Revenue Stream → Membership |
| Membership — not-for-profit | 201 — Membership NFP | GST on Income (15%) | Revenue Stream → Membership |
| Event tickets | 202 — Event Income | GST on Income (15%) | Revenue Stream → Events + Event → (per event) |
| Training & CPD | 203 — Training Income | GST on Income (15%) | Revenue Stream → Training |
| Directory & advertising | 204 — Directory Income | GST on Income (15%) | Revenue Stream → Directory |
| Sponsorship | 205 — Sponsorship Income | GST on Income (15%) | Revenue Stream → Sponsorship |
| Card payment clearing | 090 — Windcave Clearing | No GST | — |
| Merchant fees | 404 — Bank & Merchant Fees | GST on Expenses | — |
| CRM organisation | Likely Xero contact | Confidence | |
|---|---|---|---|
Southern Districts Trust Charity CC…4417 | Sthn Districts Trust Inc Email matches, name differs | Likely | Link New |
Bay Street Physio No NZBN on file | No candidate found | None | Create in Xero |
| Time | Direction | Object | Reference | Result | Xero ID | Detail |
|---|---|---|---|---|---|---|
| 09:47:02 | Xero → CRM | Payment | INV-2026-0411 | Applied | a3f8…2d1 | $1,719.25 · webhook |
| 09:31:44 | CRM → Xero | Invoice | INV-2026-0820 | Rejected | — | Account 203 archived |
| 09:30:58 | CRM → Xero | Invoice | INV-2026-0819 | Queued | — | Awaiting contact link |
| 09:18:11 | CRM → Xero | Contact | Hilltop Digital | Created | 7c22…9ba | Matched by NZBN |
| 08:20:03 | CRM → Xero | Invoice batch | Renewal run — Oct cohort | 47 of 47 | — | Took 51s · throttled to 55/min |
| 02:00:00 | Xero → CRM | Reconciliation sweep | All open invoices | 0 drift | — | 784 invoices compared |