Follow the checklists for Rechargly below in order to get live, billing, and fully automated as quickly as possible. If you need help at any point, use our in-app onboarding agent, in-app support, or email onboarding@rechargly.com.

You’ll receive an immediate AI response, but there will always be a person available to assist.

Part 1: Initial setup

🧩 Connect your account (5 - 10 mins)

Goal: Connect your accounting system and start pulling in charges.

Connect Recharges:

🔌 Import your first charges (5-10 minutes)

Goal: Bring in recent charges so you can review and map them.

Need a hand importing charges?
Click this link to start a live session with our AI onboarding assistant.

Option 1: Forward your latest invoice that was emailed to you by Xero

If you have access to the inbox that receives the Xero invoices, follow the steps below:

Go to your inbox
Search for "Xero Invoice" to find your most recent email
Copy your unique email from the Rechargly Setup page
Forward the email from Xero to your unique Rechargly email address
Check the Imports page to confirm your invoice has been received

Option 2: Forward the invoice URL from your Xero account

Log in to your Xero account
Go to your Account
Go to Billing Accounts.
On the right side, click the [...] and click on View Invoices and open the most recent invoice.
Copy the URL (the one that has www. on it)
Compose a new email.
1. Write “Your Xero Invoice” as the email subject
2. Paste the invoice URL into the body of the email.
Send the email to your unique Rechargly email address (you can find this unique address on the Setup page in your Rechargly account.)
Wait a couple of minutes and check the Imports page to see if the invoice has been received.

🔌 Exclude vendor plans (5-10 minutes)

Goal: Remove any vendors or charges that you don’t want to setup for Rechargly

Need a hand excluding vendor plans?
Click this link to start a live session with our AI onboarding assistant.

Remove plans by vendor:

Go to the Charges table
Click [...] on the right side near the search bar and choose Plan Exclusions

Exclude any plans that you don't want to recharge e.g Ledgers

How to Exclude Individual Customer Charges:

Go to the Charges table, search the organisation that you want to exclude
Hit the “Exclude Charges” button to remove them

📋 Recharge additional vendors

Please prepare the list of what vendors you want to recharge. Your onboarding specialist will help you configure these.

🧾 Set Xero discount split and introduce an admin fee (5-10 mins)

Goal: Decide whether you want to oncharge the cost of Rechargly with an admin fee and how you want to manage the Xero partner discount

Need a hand setting your Xero discount or introducing an admin fee?
Click this link to start a live session with our AI onboarding assistant.

Define what Xero discount you pass on:

Go to the Billing page
Click the […] on the right side of the page
Choose Discount Split on the dropdown menu
Decide what discount you want to retain and pass on to your client e.g. 30% discount with a 50/50 split means you keep 15% and the client receives 15%.

Important:

If no discount is available, no client discount will be given
If a client has a promotional discount, that will override the discount split

Admin Fee (offset the cost of Rechargly)

Go to the Billing page
Click the […] on the right side of the page
Choose Admin Fee on the dropdown menu
Add an Admin Fee [optional]. We typically recommend $2 to $3 per invoice. Note that this fee will appear as a separate line item on each invoice.

Part 2: Recharges mapping

🗺️ Mapping (15mins - 1hr)

Goal: Ensure all charges are correctly linked to a client.

Need a hand setting with Mapping?
Click this link to start a live session with our AI onboarding assistant.

Go to the Mapping page and assign each charge to a customer
Ensure all customer have emails and names.

How to update missing emails:

Going to the Confirmed Mapping tab
Click the “Contact Person” column twice to see all the customers without an email address
Login to Xero
Go to Contacts and update the contacts with missing emails
Refresh your integration by clicking the [...] on the mapping page and choosing "resync contacts".
Wait 1-2 minutes and the emails will update automatically

Part 3: Stripe Billing

💳 Set up Stripe (15 - 30 mins)

Goal: Ensure that Stripe is configured and enabled to allow BECS and credit card payments from your clients.

Need a hand setting with Stripe?
Click this link to start a live session with our AI onboarding assistant.

Go to the Setup
Expand the "Enable Automatic Billing of Recharges" toggle
Select your billing method and choose Stripe
Click the Connect to Stripe button to create or connect your account

Once you have signed in, you will be prompted to complete some information about your business to finalise your account.

Enable BECS/BACS as a payment method

Follow the specific instructions in your region to enable BECS (direct debit) as a payment method.
When you click, you will be prompted to complete an additional verification step.
A director will need to take a photo and submit a photo of their ID.When it says “Active”, it’s been enabled correctly.

💳 Additional Stripe configurations (10 - 15 mins)

Goal: Enable additional settings in Stripe based on your client's expectations.

Need a hand setting with Stripe's additional configuration?
Click this link to start a live session with our AI onboarding assistant.

Send notifications to your client's when their payment method fails or when they need to update their credit card:

Search “Revenue recovery” in the search bar at the top of the Stripe page.
Turn on Recovery emails and choose "Link to a Stripe hosted page"
Turn on Expiring card emails and choose "Link to a Stripe hosted page"

Do you want your client's to receive monthly invoices?

Turn on successful payments from Stripe to send invoices to your customer
Add your tax number
Add your logo to the invoices

Part 4: Configure Xero

🧾 Set Up Billing Template In Xero (15mins)

Goal: Ensure invoices are generated in the correct currency and routed through Rechargly’s billing flow.

Need a hand setting configuring Xero?
Click this link to start a live session with our AI onboarding assistant.

Go to the Invoice Settings in Xero
Create/duplicate an invoice template in Xero and name it Rechargly.

Ensure that all payment types are removed from the invoice template (terms and payment advice, payment services etc. should all be empty.
Add your bank details in the Terms section for clients that have been marked as paying manually.
[Optional] In the payment terms you can add “If you have enabled direct debit with Rechargly - DO NOT PAY”

Turn of direct debit billing with your old provider:

GoCardless users: Ensure that you turn off Automated Payments from the Rechargly invoice template in GoCardless? Follow these steps to check.
Xero built-in integration with GoCardless: Double check to ensure that the Rechargly branding theme does not have GoCardless under the Payment Services (Bank Payments).
Ignition: Remove the subscription services from the proposal

🧘🏻 Setup Auto-Reconciliation (10 mins)

Goal: Ensure that invoices are automatically reconciled in Rechargly when the first payout from Stripe hits your bank account.

If you are not collecting payments through Rechargly, you can skip this step.

Go to Xero and check to see if you’ve created Rechargly and Stripe as a contact
Go to Integrations page
Click the Active dropdown menu
Choose "re-sync now"

Steps to refresh the Xero integration

Go to Settings, Integrations, Accounting
In Status, click on Active
Click Re-sync now
Wait for two minutes before proceeding to the next step.
Go to the Setup Reconciliation page, complete the information and hit Submit

Why do we do this?

Read the auto-reconciliation guide for more information on how it works.

Part 5: Preparation to go live call

Need a hand understanding client communication?
Click this link to start a live session with our AI onboarding assistant.

📧 Client communication

Goal: Understand what communication should be sent by your firm and what will be sent by Rechargly.

What communication is sent by your firm:

Use this template to communicate to your client's about Rechargly

What communication is sent by Rechargly:

What emails your clients will receive from Rechargly
Walkthrough of how your client's will set up their agreement.

Find out who needs to be notified about Rechargly

Go to Mapping Confirmed
Click on the […] beside the search bar and export all the Customers with address.

This is the list of customers that need to be contacted about the change to Rechargly.

Part 6: Set up automatic email forwarding (15 mins)

💌 Setup Inbox Forwarding Rules (Outlook)

Goal: Automatically forward invoices to Rechargly for Outlook

Go to the Setup page
Expand the dropdown menu titled "Setup Email Forwarding"
Choose the third option "Setup automatic email forwarding"

Open Outlook using the account where your receive Xero Subscriptions Invoices.
In the top right, click the icon Settings, make sure you are in Email.
Click the tab Rules, then click on + Add new rule.
Give the rule a name, suggestion: ‘Xero Invoices forwarded to Rechargly’
In Add a condition, select From, and paste this address: subscription.notifications@post.xero.com
Click Add another condition, select Subject includes, and paste: "Your Xero Invoice"
In Add an action, select Forward to, and paste your unique Rechargly email address which you can find in the Setup:
Hit Save.

You must complete the next step to enable email forwarding to third parties. If you don't do this, the rule you've created won't work.

Enable Email Forwarding to Rechargly (Outlook)

Follow these instructions to enable forwarding from outlook. This is turned off by default my Microsoft.

If you are not the IT Administrator, you won't be able enable forwarding to third-party emails. Request your IT provider to do this on your behalf.

If this is configured incorrectly, you will block emails from being received by your email address.

💌 Setup Inbox Forwarding Rules (Gmail)

Goal: Automatically forward invoices to Rechargly for Gmail

Read the instructions in step two on the Setup page to find your unique Rechargly email.

Turn on automatic forwarding

Open Gmail using the account where your receive Xero Subscriptions Invoices.
In the top right, click the cog icon Settings, then See all settings.
Click the tab Forwarding and POP/IMAP.
In the “Forwarding” section, click Add a forwarding address.
Enter your unique Rechargly email address from the Setup page
Click Next, then Proceed, then OK.

Once you have completed this step, we will receive an email to allow the email forwarding. Our team will send you an email once that's been approved.

Create an inbox filter:

Go to your inbox.
In the search box at the top, click the icon Show search options.
In From, paste this address: "subscription.notifications@post.xero.com"
In Subject, paste this: "Your Xero Invoice"
At the bottom right, next to the button Search, click Create filter.
Check the box Forward it to your unique Rechargly email.
Click Create filter and that’s all.

Enabling your customers

⚙️ Final Setup:

Goal: Send your agreements to clients

Add your logo to the agreements

Go to your company profile page
Add your employee count
Add your company logo
Hit save

This logo will appear in the agreements that goes to all clients

🔌 Bulk Connections in Xero (15 mins)

Goal: Connect client accounts to Rechargly.

From the Connections page, bulk connect your clients.

Video of how to use the bulk connection functionality

Screenshot of bulk connection

If the bulk option isn’t visible, contact Rechargly support to enable it for your account

Why we do this

We access the country location of each client (CountryCode) to determine the tax rate applicable to them.
Improve the accuracy of recharging calculations by triangulating information from the software vendor’s CSV/Invoice, the firm and client’s accounting software.
Ensure that each recharge is appropriate and compliant with legal standards.
Firm-level data on benchmarking and insights on software you can recharge in the future.

For more information on how this works, read this article

💌 Send agreements

Goal: Send agreements so client's can complete their direct debit

Go to the Setup page
Scroll to step 5: Enable First Batch of Automatic Recharging

Select the customers you want to enable
Tick the box that says "Send agreements now"
Enable customers

⁉️ Post onboarding FAQ

When will the first payout happen from Stripe?

Stripe will withhold the first payout for ~5 days for KYC purposes. After this period, you will receive your first lump sum payment.

How do the invoices appear in Xero?
The invoices that are created from Rechargly will appear in your Xero at the first billing date defined in the billing terms. When they arrive to your Xero, they won’t be marked as “sent”. It’s important to communicate to your team that they shouldn’t send these invoices from Xero.

Rechargly invoices appearing on debtor statements?
If a client has not signed an agreement, their unpaid invoice will appear on your debtor statement which may automatically be sent to clients. It’s important to communicate to your clients that they don’t pay the invoice, they need to set up their direct debit through their Rechargly agreement.

Practice Connect

Need a hand setting configuring Practice Connect?
Click this link to start a live session with our AI onboarding assistant

🧩 Connect your practice manager (5 mins)

Goal: Connect your practice manager and start pushing costs from Rechargly.

Connect your practice manager:

Go to Practice Connect and integrate your practice manager

🗺️ Mapping (30mins)