SumUp and Xero setup
Your POS, products and bookkeeping, set up to work together.
More than taking payments
A POS that works at the counter and behind the scenes.
That can leave Xero showing figures that are difficult to follow, sales that do not reconcile neatly and bookkeeping that needs more manual work than it should.
A well-planned setup gives each part of the process a clear place:- Products and services are organised consistently
- Sales are separated into useful categories
- The agreed VAT treatment is applied
- Cash and card payments are recorded appropriately
- SumUp fees are accounted for
- Payouts can be matched and reconciled in Xero
From first product to first payout
What's included
SumUp account and till settings
Set up the business details, locations, receipt templates, payment methods and general operating settings
Products, services and menus
Create a structured product catalogue with categories, prices, variants, options and modifiers where needed.
VAT rates and sales categories
Apply the agreed VAT treatment and organise sales so they can be reported appropriately.
Staff and daily processes
Configure users and permissions, then establish straightforward processes for payments, discounts, refunds and cashing up.
A menu that works when things get busy
Organised menus, modifiers, eat-in and takeaway options, tips and the agreed VAT treatment, without making the till unnecessarily complicated
Products that are easy to find
Clear categories, prices, variants, stock items and discounts, with staff access and sales reporting set up around the shop.
Services and products in one place
Treatments, appointments, retail products, deposits and team members arranged into a straightforward payment process.
Different parts of the business, properly separated
Food, drinks, events and other sales categories structured clearly, alongside staff permissions and end-of-day processes.
Made for the way you sell
From cafés and shops to salons and venues.
A café menu, a boutique product catalogue and a salon service list should not all be structured in the same way.
Your SumUp setup can be shaped around what you sell, how your team takes payments and the information you need afterwards. The aim is to create a till that feels natural to use while producing useful records for Xero behind the scenes.
From the till to Xero
Sales data that arrives in a useful shape
Connecting SumUp to Xero is only part of the job. The useful bit is deciding what information should be sent across, how much detail is needed and where each figure belongs.
Sales can be transferred as a VAT summary, by product category or by individual item. Fees and expenses can also be recorded separately, ready to be checked against the payouts arriving in the bank.
Invi can help set up the connection so that:
- The right level of sales detail is sent to Xero
- Product categories map to the appropriate income accounts
- The correct Xero VAT rates are used
- Cash and card payments are recorded properly
- SumUp fees appear separately
- Refunds and adjustments are handled consistently
- Refunds and adjustments are handled consistently
- Payouts can be matched and reconciled without unnecessary detective work
VAT treatment
VAT rates will be configured using the information agreed with you and, where appropriate, your accountant or tax adviser.
Complex VAT questions
Where the correct treatment is uncertain, specialist tax advice may be needed before products or sales categories are set up.
Software and equipment costs
SumUp and Xero subscriptions, equipment and transaction charges are paid separately by your business.
What's covered
A few important points
The setup will be agreed with you in advance, so everyone knows what is included and where specialist or technical support may be needed.
Technical issues
Hardware faults, internet problems and network installation are not included within the standard setup service.
Support after handover
Additional changes, training or ongoing support can be arranged and quoted separately.
Third-party platforms
SumUp and Xero remain responsible for the operation, features and availability of their respective platforms.
