Bill it in Cliniko. Reconcile it in Xero, without the Friday spreadsheet.

Cliniko can send invoices to Xero on its own. What most clinics still do by hand is match the day's terminal takings to those invoices, split revenue by practitioner and location, and chase the invoices that were never paid at the desk. We connect the gaps.

Start with a free audit. Give us your website and we map the tools you run and where the same details get typed twice, before we speak.

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The call takes thirty minutes. You keep the map whether or not you hire us.

Cliniko to XeroOne connection, every run logged
  1. Cliniko Terminal takings matched to Cliniko invoicesEach EFTPOS transaction matched to a Cliniko invoice. In
  2. Xero Revenue split by practitioner and locationBilled and collected revenue, per practitioner, posted to Xero. Synced
  3. Xero Unpaid invoices chased, gentlyA reminder at seven days, from the clinic’s name. Synced
  4. Xero Reporting that agrees with itselfOne weekly figure per practitioner, built from Xero. Synced
Connection healthMonitored

Every run is logged, so your bookkeeper can check what moved and when.

An example of a connection we build

An example. We map your own systems in the free audit.

Trusted by businesses across Albury Wodonga and regional Australia

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What it replaces Every Friday

The practice manager's afternoon reconciling the terminal, Cliniko and Xero, and finding they disagree.

After we connect them Nightly

Takings, invoices and payments reconciled overnight. Friday afternoon becomes an exceptions list, usually empty.

Runs 24/7

Reconciliation that does not wait for someone to have a spare afternoon.

Lock-in 0

Runs in your Cliniko, Xero and terminal accounts. You own the connection and the documentation.

Also connects

Halaxy, Nookal and Power Diary on the practice side. Tyro, Square and Stripe on the payments side.

Medicare and health fund claiming stays inside the practice software. We do not touch it.

01

What moves

Terminal takings matched to Cliniko invoices

The EFTPOS settlement says one number. Cliniko says another. The gap is usually a surcharge, a split payment or a refund nobody recorded. We pull the settlement, match each transaction to a Cliniko invoice, and post the result to Xero so the bank feed reconciles itself.

  • Transaction-level matching, not a daily total
  • Surcharges and fees posted to their own account
  • Unmatched transactions listed for a human, not hidden
Diagram: two systems syncing both ways
Diagram: a working week with the recovered hours marked
02

What moves

Revenue split by practitioner and location

Contractor practitioners get paid a percentage. Working that out from Cliniko exports is where the Friday goes. We calculate each practitioner's billed and collected revenue per period and post it to Xero as the bills or journals your accountant asked for.

  • Split rules per practitioner, including tiered percentages
  • Collected versus billed, so nobody is paid on unpaid invoices
  • Multi-location clinics reported per site
03

What moves

Unpaid invoices chased, gently

Invoices that were not settled at the desk drift. A reminder at seven days and again at fourteen, by SMS or email, from the clinic's name, recovers most of them without the receptionist making awkward calls.

  • Reminder schedule you control
  • Stops the moment Xero shows it paid
  • Excludes third-party payers like plan managers and insurers
Diagram: records kept in step across systems
Diagram: a working week with the recovered hours marked
04

What moves

Reporting that agrees with itself

One weekly figure per practitioner, per location, per service type, built from Xero once it is reconciled. Not from a Cliniko export that disagrees with the books.

  • Weekly summary to the owner by email
  • Same numbers your accountant sees at BAS time
  • No spreadsheet to maintain

Before you pay

Read this part first.

Some of what is on this page you can get without us. The rest is where the money goes. Both are written down here so you can decide before the call.

What Cliniko already does

Cliniko's built-in Xero integration sends invoices and payments across, and for a single-practitioner clinic that takes every payment at the desk it is usually enough. Use it. This build is for clinics with several practitioners on splits, more than one location, a terminal that does not agree with Cliniko at the end of the day, or a practice manager whose Friday afternoon is a reconciliation.

What we will not do

Touch clinical notes, or claiming. Patient records stay in Cliniko and we never read them. The connection works with invoices, payments and appointment counts, and NOTHING else.

How it works

What we actually do, in the order we do it.

Every step below is work you can verify. Ask any provider to show you the same list for what they are doing.

1. Map the money

How payments come in, who gets what percentage, what your accountant needs in Xero at the end of the month. An afternoon with the practice manager and the bookkeeper.

2. Reconcile the backlog once

Most clinics have a few months of mismatches. We run the matching over the backlog first so the go-live date starts clean.

3. Build it, then try to break it

A refund on a split payment. A practitioner who changed percentage mid-month. A terminal settlement that arrives a day late. Each has a defined outcome before launch.

4. Monitor it

Every nightly run is logged and any unmatched transaction is listed for a human. Failures alert us, not the front desk.

What clients say.

5.0 6 Google reviews, all five stars Read them all
Absolutely brilliant! Lee is extremely knowledgeable, not just in making websites, but also in business strategy and he has really helped me with both my website and to improve my business in general. Fantastic results! Anyone who is looking to take their business to the next level or just have it be more professional should definitely talk to Lee!
DMDigby MarschallGoogle review
Automatrix made it so easy for me to develop what I required for my business. Their professionalism and knowledge is outstanding. Go with them. Best decision you could do for your business.
MTMat ThomasGoogle review
Lee has helped me heaps with improving my business, 10/10 recommend, easy to talk to and very knowledgeable.
PTPeter TravGoogle review
We recently used Automatrix to re-build our website. The new site is great with a simple admin panel that has everything we need when updating our site. The SEO/AEO is really performing as well. The guys are always Helpful when we need them and are always on the front foot with updates etc.
SCSean CalleyGoogle review
Not getting your website AI ready is going to be the same as forgetting to renew your Yellow Pages spot back in the 80s. One month after launching we can already see a big improvement in traffic and enquiries through search.
NMNicolas MazzellaGoogle review
Absolute gun at making websites. Lee helped me the whole way to complete the exact website I wanted and further in every way he could. Legit can’t even write how much I appreciate this guy. A+
JSJames SmeatonGoogle review

Questions about Cliniko to Xero.

We use Halaxy or Nookal, not Cliniko.

Same build. Halaxy, Nookal and Power Diary all expose invoices and payments through an API. The Xero side is identical.

Does this touch patient records?

No. The connection reads invoices, payments and appointment counts. It cannot see clinical notes and we do not ask for access to them.

Can it pay contractor practitioners?

It calculates the split and raises the bill or journal in Xero. Paying it is still a human pressing approve, which is how your accountant will want it.

Which terminals?

Tyro, Square and Stripe all provide transaction-level settlement data. Bank-supplied terminals vary, and we check yours on the audit call.

What about health fund and Medicare claims?

They stay in Cliniko. We reconcile what lands in the bank, including fund rebates, but the claiming itself is not something we touch.

Related

Other integrations we build often.

SquareXero

Square to Xero

Sales, fees, surcharges and refunds posted per store and matched to the payout in the bank feed. Bookings and stock optional.

Retail and hospitalitySee how it works → HubSpotXero

HubSpot to Xero

A won deal raises the Xero invoice with the right line items and tax codes. Paid status comes back to the deal.

Any business with a sales teamSee how it works → WebsiteServiceM8

Website to ServiceM8

The enquiry form creates the job, matches the customer and texts them back inside a minute. Quote follow-up and review requests optional.

Trades and constructionSee how it works →

All nine are listed at integrations, and the general approach is on the systems integration page. Built for healthcare and allied health among others.

The other half

Connecting your tools does not bring you new customers.

This gives you hours back. It does not make the phone ring. If enquiries are the actual problem, the work is on the other side of the business: see SEO and web design. On the call we will tell you which half is costing you more.

Get your free integration audit.

We look at the tools you run and where the same details get typed twice, then go through it with you on a 30 minute call. You get a map of what should move, which join to build first, and a fixed price.

What happens next

  1. Tell us about the business. Two minutes, here, with your website if you have one.
  2. We do the homework. Before we speak we look at your site, your search results and the systems behind them.
  3. A 30 minute call. The findings in plain words, what to fix first, and a fixed price if you want us to do it.
Lee Sheedy, Founder and Director at Automatrix

Lee SheedyFounder and Director, Automatrix

5.0 on Google

Step 1 of 4

Start with your website

We look at it before the call, so we already know what you run.

You approve the scope and the price before we build. The connection runs in your accounts. Prefer to talk first? Book a 30 minute call.