Billing and Xero. From completed job to settled invoice.
Every finished job has one billing state. Kairo raises the invoice, sends the pay link on your own domain, matches the bank payment, chases when you allow it, and pushes the result to Xero.
The billing queue, stage by stage.
The states, thresholds and timings below are the ones in the code. Chasing and Xero writes are switches, and both ship off.
Six states, one per job
A finished job is completed, invoice due, invoiced as a draft, sent or paid, with prepaid for money taken before any invoice existed and written off when you give up on it. Any job left uninvoiced for more than 7 days is flagged.
Accounts get one invoice per run
An account's completed jobs are billed on one consolidated invoice per account and billing entity. A new account's payment method defaults to Invoice, so its bookings carry no pay link at confirmation. Set it to Card or BACS and each booking gets an invoice and a pay link like a retail job.
Due dates follow the account's terms
The due date is the account's terms, else the billing entity's default, else 14 days. Net 30 from month end is supported.
Drafts can raise themselves
When automatic invoicing is on for the account or client, a draft invoice is created the moment the job completes. Otherwise the job waits in the queue as invoice due.
Pay links are on your domain and never change
Card payments go through your own Stripe account using Stripe Connect Standard, so the money reaches you, not Kairo. Pay links are minted on your domain, and a payment token is never rotated, so a link already in a customer's inbox keeps working.
The bank feed settles only on a strong match
Bank transactions are matched every hour. An invoice is settled on its own only when the customer's reference contains the invoice number, booking reference or pay token and the amount is within 50p of the balance, or when the amount is exact and the payer's name matches. An amount-only match becomes a suggestion for you to confirm. Nothing is ever settled against an invoice that already owes nothing.
Suggestions are scored out of 100
Name similarity carries 50 points, the amount 30 and the date 20.
Chasing is off until you turn it on
Dunning sends reminders at 1, 7 and 14 days overdue, at 10:00 in your time zone, never two within 18 hours, and stops once an invoice is 45 days overdue. The balance reminder sends one email at 09:00 for an invoice with a deposit paid.
Xero gets the invoice when it is sent
Invoices are pushed as Authorised, and an invoice already in Xero with the same number is adopted rather than duplicated. Payments and refund credit notes follow. Every hour Kairo pulls the last 14 days of supplier bills and spend money, plus 24 months of profit and loss. Automatic writes stay off until you switch Xero sync on.
Credit notes cannot over-credit
A credit note uses the billing entity's own tax rate, takes the next CN number even under concurrent use, and refuses to credit more than the invoice has left. Statements of account come as a PDF in outstanding or activity mode.
Paid means the ledger says so.
Marking an invoice paid always writes the payment row and the status together, whether the bank feed matched it, Stripe reported it or you confirmed it by hand.
The same payment truth feeds the confirmation's pay button, the reminder emails and the statements, so a customer who has paid is never asked again.
- Status and payment ledger written together
- One pay-link resolver for every email
- Statements and credit notes from the same rows
What the legacy tools do instead.
Each line below is taken from the comparison page it links to, where the vendor's own pages are listed as sources. Those pages also say what each system does well.
- DeverComparison row: Xero + Stripe. Research checked 6 September 2026.
Both. Invoices, credit notes and driver pay export to Xero, Sage or QuickBooks, and the DISPATCH software page lists card payments with Pay now links on bookings and invoices. Dever names no processor, so we cannot say it is Stripe.
Read the full comparison - Limo AnywhereComparison row: Xero + Stripe. Research checked 6 September 2026.
QuickBooks Online Sync and QuickBooks Sync are published; no Xero integration appears on their site.
Read the full comparison
What to know before you rely on it
Stripe payment links are on every plan. Bank feed and statement import need the Growth plan. Xero sync needs Scale, and QuickBooks is listed as coming soon. Kairo does not offer pay-by-bank: the pay page takes cards through Stripe, and the chasing emails carry your bank details for a transfer.
Bill one account from completed jobs.
Import your jobs in the trial and open the billing queue.
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