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Stay n Host Help

Export journals to Xero or QuickBooks

Your books in Stay n Host are double-entry already. Accounting export hands them to Xero or QuickBooks Online as a file their own journal import reads, so your accountant works in the software they know. Nothing in Stay n Host changes when you export.

Screen /accounting-export · Roles: Admin, Account Manager

Map your accounts once

Section titled “Map your accounts once”

Each Stay n Host account (Bank, Room Revenue, Deferred Revenue and the rest) needs to land on an account in your accounting software.

  1. Open Finance, then Accounting export, and pick Xero or QuickBooks.

  2. Under Account mapping, type their account next to each of ours: the account code for Xero (for example 200), the account name for QuickBooks (for example Sales). Leave a line blank if you never post to it.

  3. For Xero, add a tax rate where it matters, using the name exactly as Xero shows it. Lines without one use the tax rate you choose when exporting.

  4. Click “Save mapping”. Xero and QuickBooks keep separate mappings.

Export a period

Section titled “Export a period”

  1. Pick the first and last day. The previous month is filled in for you. A period can be up to a year.

  2. Pick the date format your accounting software expects: day/month/year for most of the world, month/day/year for the United States.

  3. Click “Create the file”, then “Download”.

  4. Import it: in Xero, Accounting → Manual journals → Import; in QuickBooks Online, Settings → Import data → Journal entries.

What is in the file

Section titled “What is in the file”
  • One journal per Stay n Host journal, dated with its entry date and referenced with its book and number (for example SALES-42), so any line traces back to the journal it came from.
  • Your base currency. A booking paid in another currency is exported at the base amount it was booked at, so every journal balances in one currency.
  • Xero: debits as positive amounts and credits as negative. QuickBooks: separate debit and credit columns.

After the file is made, the page tells you if any account had no mapping (those lines use our own code, and your import will stop on them) so you can map them and export again.

Earlier exports

Section titled “Earlier exports”

Every export is kept under Earlier exports, and Download gives you exactly the file that was made then, even if later entries have since been posted into that period.

What’s next

Section titled “What’s next”