Learn
The mechanics of allied health money, written down.
Every page states its sources, the date it was last reviewed, and the questions it could not answer. Where a figure comes from the product's own templates, it is read from them rather than retyped.
Hubs
The six families large enough to keep an index of their own.
- HubPractice systemsOne page per practice management system: how its own Xero integration works, what it documents as out of scope, and what a bookkeeper does at month end today.
- HubFundersOne page per funder or rail, carrying the mechanics row: lodgement channel, how the money arrives, the breakdown file, the lag, rejections and short pays, and the GST basis.
- HubGST answersOne page per distinct treatment key in the canonical templates, answering the question directly and showing the template row, its reason, the Xero tax rate and the BAS label effect.
- HubGlossaryOne page per term, each carrying a definition, a worked figure and the place the term shows up in Xero. An entry without those three parts is not published.
- HubXero how toGeneric Xero tasks with the allied health specifics that Xero Central answers leave out: batch deposits, clearing accounts per funder, bank rules, tracking categories, lock dates.
- HubFree toolsThe small tools that run in the reader's browser: file validators, a remittance splitter, a GST checker driven by the templates, and a payout calculator.
Everything else
Professions, problems, comparisons, templates, remittance formats, worked deposits, payouts, rates, claims mechanics and plan managers.
- ProblemsInvoices paid by account credit stay open in XeroCliniko sends the invoice but not the credit that paid it, so Xero leaves it open. Where the receipt went, and the posting that closes both sides.
- ProblemsAged receivables will not split by funderXero ages receivables by contact, so a funder view depends on who the invoice was billed to. The contact rule, the funders it fits, and what it costs.
- ProblemsAll practice revenue lands in one Xero accountEvery payer lands in one Xero sales account because the sync maps items and practitioners, not funders. Here is why, and where the split can live instead.
- ProblemsArchived Cliniko invoice is still open in XeroArchiving in Cliniko does not reach Xero. Why the invoice stands, the order that keeps a reconciled bank line intact, and when a void is the wrong document.
- ProblemsClearing account will not clear in XeroA funder clearing account that will not return to zero has one of six causes. Here is each residue, the rail it came from, and the entry that clears it.
- ProblemsCliniko refund does not show up in XeroCliniko reverses the invoice into a credit note. What the Xero integration documents crossing, what it leaves unsaid, and the two documents to enter by hand.
- ProblemsSplitting Cliniko revenue by location in XeroCliniko pushes no tracking category to Xero, so revenue lands with no site on it. The three ways to split it by location, and what each one costs.
- ProblemsThe Contact Name already exists error in XeroFour export errors look alike and sit on different Xero contact fields. Here is which field each one is about, and what is holding the name.
- ProblemsDeleted Zanda invoice is still in XeroA deleted Zanda invoice stays in Xero and drops off the export screen. How to find the stranded copy, void or delete it, and catch the rest monthly.
- ProblemsDocument date cannot be before the lock dateXero refused a practice software document for sitting inside a locked period. Which leg was blocked, and what that does to the funder clearing balance.
- ProblemsDuplicate patient contacts in XeroWhy one patient ends up with two Xero contacts after a Cliniko or Zanda sync, which of the two to keep when you merge, and how to stop it recurring.
- ProblemsEFTPOS settlement does not match the takingsA terminal settlement lands short of the day's takings for three reasons: the batch cut off, a fee billed monthly, and money that was not on the card.
- ProblemsGST free exports as BAS Excluded from ZandaZanda sends a GST free line to Xero as BAS Excluded when Tax Usage is No Tax. The setting, the lines it leaves behind, and what it costs on the BAS.
- ProblemsGST free income missing from G1 on the BASHealth income missing from G1 on the activity statement is a tax rate, not a lost invoice. The three ways it drops off, and the Xero checks that find it.
- ProblemsHICAPS benefit and gap arrive on different daysOne HICAPS visit settles twice: the fund pays the benefit, the card batch pays the gap. Why the halves land apart, and the accounts each one needs.
- ProblemsAn invoice failed to sync with XeroEvery Xero error a Cliniko or Zanda sync returns, filed under the five Xero constraints behind them, so you can tell which one you have hit.
- ProblemsJune invoice paid in July: which year is itA June invoice paid in July sits in one financial year on accruals and the next on cash. Which report reads which date, and how to reconcile the two.
- ProblemsInvoice not of valid status for modificationXero refused a practice software write on one invoice. Which of the two documented causes you have, where the number hides, and what the refusal costs.
- ProblemsMedicare claim rejected after the invoice was paidMedicare declined the claim after the invoice was closed. Remove the payment, reopen the invoice, and leave a deposit that did not carry the claim as it is.
- ProblemsMedicare deposit is less than the claims sentFour things shrink a Medicare payment run: a declined claim, a claim in a later run, a second payee provider number, and a benefit below your charge.
- ProblemsThe NDIA paid less than I invoicedAn NDIA deposit short of the invoice has three causes: the price limit, the plan's remaining budget, or a rejected line. Here is the entry each one takes.
- ProblemsNDIS payment request rejected in the portalA rejected NDIS payment request line pays nothing and posts nothing, so the invoice ages in Xero unseen. The reasons, and the ledger half of the fix.
- ProblemsNDIS payments recorded as invoices with itemsNDIS work recorded as Xero invoices with item lines: what an item actually supplies, why remapping it leaves posted lines alone, and how to move off it.
- ProblemsNDIS remittance has more lines than invoicesAn NDIS remittance is one row per claim line, not one per invoice. What turns a single invoice into several rows, and the three totals that have to agree.
- ProblemsNegative lines on an NDIS remittance adviceA negative row on an NDIS remittance is a claim reversed after payment. Here is why the deposit is already net of it, and the entry it takes in Xero.
- ProblemsNDIS remittance references do not match invoicesYour invoice number comes back with an agency identifier appended to it. Here is the field it left in, the four other causes, and what to match on instead.
- ProblemsOne bank deposit, many invoices in XeroOne bank deposit covers a whole payment run while Xero holds one payment per invoice. Here is why they disagree, and the three ways practices match them.
- ProblemsPayment amount exceeds the amount outstandingXero refused a payment worth more than the invoice. Which of the two causes you have, why one of them is not fixed in Xero, and what the refusal leaves behind.
- ProblemsPayments in Xero do not close the practice invoiceWhy a payment reconciled in Xero leaves the practice invoice open, which allied health systems write payment status back, and which cannot today.
- ProblemsPlan manager remittance will not match invoicesA plan manager keys its run on its own claim reference, not your invoice number. How a plan manager remittance differs from an NDIA one, and how to match it.
- ProblemsChanging the practitioner on a paid invoiceThe practitioner changed after the invoice was paid. Why Xero kept the old name, and how the number of wrong invoices picks between the two fixes.
- ProblemsOne remittance paid across two bank depositsA funder settled one remittance in two bank credits and Xero links neither to the other. Where the unpaid half sits, and how both lines clear.
- ProblemsRevenue by practitioner is missing in XeroNothing on a synced invoice names the clinician, and the account code is spent on the payer. The three places a practitioner can live, priced.
- ProblemsThe same payment appears twice in XeroThree things look like a duplicate payment in Xero: a second payment record, a deposit counted again in revenue, and a split that belongs there.
- ProblemsShould I link my practice software to XeroA sync sends every invoice and payment to Xero. A period summary keeps them out. What each shape gives up, in the reports a practice actually runs.
- ProblemsStripe payout does not match the invoicesA Stripe payout is the net of a batch of transactions, so it lands short of the invoices. Here is each part of the difference and where it posts.
- ProblemsTwo Medicare deposits landed on the same dayTwo Medicare credits in one day are two payment runs. Group the paid claims by payee provider number, then by run number, and match one credit to each.
- ProblemsOne Tyro settlement covers several fundersOne Tyro credit carries a day of claims from several funders, and five funders are not in it. Here is which is which, and the accounts that keeps tidy.
- ProblemsWorkCover Queensland paid less than invoicedWorkCover Queensland can pay a service at its scheduled maximum fee or leave part of an invoice unpaid. How to tell which, and the entry each one takes.
- ProblemsSynced invoices arrive with the wrong tax rateOne default rate decides the tax on every untaxed line Cliniko sends to Xero. Where that default is wrong, and what each direction of the error costs.
- ProblemsXero allows only two tracking categoriesA clinic wants four cuts of revenue and Xero holds two tracking slots. Which two dimensions win the slots, and where the other two have to live.
- ProblemsZanda service categories do not split revenueZanda maps Xero sales accounts by Calendar, so a service category cannot send a line to its own account. What that costs, and where the split can live.
- TemplatesAllied health chart of accounts, by funderThe revenue accounts and clearing accounts an Australian allied health practice starts from in Xero, each with its tax rate and the reason it is there.
- TemplatesChiropractic chart of accounts for XeroThe nine revenue accounts, five clearing accounts and Xero tax rates a chiropractic practice starts with, read from the canonical allied health template.
- TemplatesCounselling practice chart of accountsA counselling chart splits clinical revenue by the practitioner's registration as well as by the payer. The accounts, the tax rates and the Xero setup.
- TemplatesDietetics chart of accounts for XeroThe Xero accounts a dietetics practice needs: revenue split by who pays, a taxable account for take home products, and where a written meal plan lands.
- TemplatesExercise physiology chart of accountsExercise physiology is taxable by default, so the usual allied health chart posts it backwards. The revenue accounts and tax rates to start from instead.
- TemplatesMassage therapy chart of accountsMassage supplied alone is taxable, so a massage practice runs the allied health chart with the rate the other way round. The accounts, rails and checks.
- TemplatesMultidisciplinary clinic chart of accountsPhysio, exercise physiology and dietetics in one Xero file. Where the discipline cut goes once practitioner and location hold both tracking slots.
- TemplatesNaturopathy chart of accounts for XeroA naturopathy consult is GST free and the dispensary usually is not. The Xero accounts that keep them apart, with the tax rate and reason for each line.
- TemplatesNDIS provider chart of accounts for XeroA listed account and a non-listed account for agency, plan and self managed NDIS work, with the tax rate the template puts on each and why.
- TemplatesOccupational therapy chart of accountsAn occupational therapy practice codes revenue by funder and by line type. Here is the account list, the six NDIS therapy line items, and the rate on each.
- TemplatesPhysiotherapy chart of accounts for XeroThe Xero accounts a physiotherapy practice needs when WorkCover, CTP, Medicare, health funds and NDIS all pay on different rails, with the tax rate on each.
- TemplatesPodiatry chart of accounts for XeroThe revenue accounts, clearing accounts and Xero tax rates a podiatry practice needs, and why the orthotic and footwear shelf gets a line of its own.
- TemplatesPsychology practice chart of accountsThe Xero accounts a psychology practice starts from: revenue by who pays, one clearing account per rail, and the liability a booking deposit waits on.
- TemplatesSocial work practice chart of accountsSocial work sits on the ATO's list, so the session is settled. The chart of accounts is where the rest of a social work practice's week gets decided.
- TemplatesSpeech pathology chart of accountsA speech pathology practice codes revenue by who engaged it. The account list, the Xero rate on each, and what a school contract does to the split.
- TemplatesWhy funding source is not a tracking categoryXero holds two tracking categories and an option carries only a name. Who pays sets the account and the tax rate, so the funder lives in the code.
- TemplatesXero tracking category for clinic locationsRevenue by location in Xero: a Location tracking category against one organisation per site, what each costs, and what a practice system can push.
- TemplatesXero tracking category for practitionersPut the practitioner in one of Xero's two tracking slots, one option per person matched by name, and read revenue by clinician and by payer on one report.
- TemplatesXero chart of accounts template, allied healthThe chart of accounts file an Australian allied health practice starts from in Xero, with the code, the type, the tax rate and the reason on every row.
Guided onboarding
Run one real month before you go live.
Sign up, connect Zanda and Xero, and replay a month you already closed. The map is reviewed with whoever owns the books, and nothing posts until you approve it.
Every practice starts from a template. Nothing posts until the map is approved.