Automatic Accounting Sync

Airflow Core — The final step in the core pipeline: booking data flows straight into your accounting software as draft invoices.

No more manual invoice entry

Once Airflow extracts a booking, the next step happens automatically: a draft invoice is created in your connected accounting software. Every line item, every fee, every tax adjustment — all handled without you opening your accounting app.

Supported accounting providers

Airflow connects to the accounting tools hospitality businesses actually use:

Xero — full integration with multi-line draft invoices
QuickBooks Online — invoice creation with proper categorisation
FreshBooks — client and invoice sync
Sage Accounting — OAuth connection with invoice creation

Connect your account from the Connections page in your portal. The setup takes about 60 seconds — just authorise Airflow and you're done.

What goes into each invoice

Every draft invoice is built with detailed line items derived from the booking:

Accommodation — the base nightly rate multiplied by the number of nights
Cleaning fee — separated as its own line item (when applicable)
Platform commission — the OTA's cut, shown as a negative line item
Guest service fee — platform fees charged to the guest
Discounts — weekly or monthly rate discounts applied
Taxes (VAT/GST) — calculated based on your organisation's tax settings
Withholding tax — where applicable, based on your accounting configuration
Bank fees — if configured, deducted from payout calculations

The invoice contact is automatically created or matched to the guest's name from the booking email.

Multi-currency and FX handling

If your bookings come in one currency but your accounting is in another, Airflow handles the conversion automatically:

Booking currency — the currency the guest paid in (e.g., USD on Airbnb)
Payout currency — the currency you receive from the OTA
Accounting currency — your accounting software's base currency

Exchange rates are fetched at invoice creation time from a multi-provider fallback chain, ensuring you always get a rate even if one provider is down. For OTA bookings, rates are refreshed around check-in date when the payout typically processes — giving you more accurate accounting.

Draft invoices only

Airflow creates draft invoices, never finalised ones. This means:

You always have the chance to review before sending
Your bookkeeper can verify line items match their expectations
Modifications to bookings update the existing draft (they don't create duplicates)
Already-approved invoices are never overwritten

This is a deliberate design choice. Your accounting records are yours — Airflow automates the data entry, not the approval.

Automatic sync schedule

Invoices are synced on two triggers:

Immediately — when a new booking is created or modified
Periodic refresh — a background process checks for any bookings that need invoice updates every 15 minutes

You can also trigger a manual sync from any booking's detail page in the portal.