This checklist will help your firm get up and running with Rechargly. While we handle most of the setup, there are a few key steps where we’ll need your input to ensure everything is configured correctly. Our goal is to have you live, billing, and fully automated as quickly as possible.
If you have any questions during onboarding, the best place to start is our in-app chat. It’s powered by AI and answers 95% of common queries instantly, drawing from our comprehensive onboarding guides. If you prefer, you can also email us at onboarding@rechargly.com — we’re here to help.
Before your first onboarding call
🧩 Connect your tools (10 - 15 mins)
Goal: Connect your accounting system and start pulling in charges.
Video: Watch the step by step video showing you connect Xero and setup the email forwarding.
Sign up and connect your firm’s Xero to the Rechargly platform. Our recommendation is that you use Sign up with Xero button which uses Xero’s authentication.
🔌 Manually import your first charges (5-10 minutes)
Goal: Import recent charges and clean up what should or shouldn’t be recharged.
Video: Watch the step by step video showing you to manually import charges.
Manually forward your Xero invoice to Rechargly. When it’s successful, you will see (Received Correctly).
You can find your unique email address in the screenshot below:
We have two ways to manually send your invoices for the first time.
Option 1: Forward the invoice email from Xero
Forward that email directly to your unique Rechargly email address.
Find the email sent from subscription.notifications@post.xero.com in your inbox.
Option 2: Forward the invoice URL from Xero
Log in to your Xero account and go to the Billing and Subscription page.
Click on View Invoices and open the missing invoice.
Copy the URL (the one that has www. on it) of the invoice and compose a new email.
Write “Your Xero Invoice” as the email subject
Paste the invoice URL into the body of the email.
The charges will appear on the Charges page, and you will receive an email to notify you.
During the first onboarding call
🔌 Review charges (5-10 minutes)
Goal: Remove any vendors or charges that you don’t want to setup for Rechargly
Forward the invoices of any other vendors to your unique Rechargly email
Go to the Charges table and exclude any plans you don’t want to manage in Rechargly
🧾 Billing and invoicing (15 mins)
Goal: You can decide whether you want to oncharge the cost of Rechargly, and if you want to give your client a breakdown, or show them a single line item labelled “software costs” or similar.
Go to the Billing page and:
Set what vendor discount will be pass on (if any)
Confirm the admin fee (if any) to include on invoices
Choose whether invoices show as line items or a summary
Option A: Line item breakdown
Option B: Summary
🗺️ Mapping
Goal: Ensure all charges are correctly linked to a client.
Go to the Mapping page and assign each charge to a customer
What happens if your customer is not appearing in the mapping The most common reason is that the contact exists, but it’s not considered as a customer by Xero. You will need to follow these steps to make the contacts appear
Below is an example of what a missing customer will look like in the Mapping:
Before the second onboarding call
🗺️ Complete Mapping (0.5 - 3 hours)
All customers in the Mapping page and mapped
Ensure all customer have emails and names. You can do this by going to Mapping, Confirmed tab and clicking the “Contact Person” column twice. This will sort, and show you any emails that are missing
🎙️ Communicating 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.
Read this article to understand what communication should be sent by your firm when signing up to Rechargly.
Send emails to your clients
📩 Client experience
Read this article to see what emails your client will receive from Rechargly
〰️ How to set up Stripe for Rechargly (15 - 45 mins)
Goal: Ensure that Stripe is configured and enabled to allow BECS and credit card payments from your clients.
Go to the Integrations page in Rechargly and click ‘New Connection’
Login/Create a Stripe account and complete the verification process.
If you already have a Stripe account, you will be able to use the same email address. However, you it is separate to your Stripe/Xero account. Below is a screenshot of what it would look like. Ensure you’re in the account with a Rechargly logo
Go to Business Details and ensure that all your information is completed to verify your account. It’s common that your support email is empty.
Follow the specific instructions in your region to enable BECS (direct debit) as a payment method.
Go to payment methods
Choose the first option titled ‘Default’ your configuration
Scroll down to BECS/BACS and hit the turn on button. When it says “Active”, it’s been enabled correctly.
💳 Migration (2 - 4 weeks)
Goal: Migrate existing mandates to avoid asking clients to re-enter details.
Scenario A: Rechargly gets the data for your migration
Read billing migration guide for Australia/UK or NZ to understand how the process works
Provide access to your billing provider i.e GoCardless so that we can request a migration of your client’s billing information. Provide access to the following email:
"alex+{yourFirm}@rechargly.com""alex+deloitte@rechargly.com"Contact your billing provider to request the migration of billing data. Note, we will not cancel any existing mandates, and this won’t impact your current direct debit process. Migration Request Template
When the direct data is available, share it with vault@rechargly.com
Give Rechargly access to your Stripe account, using the email above
Turn off Stripe’s automated mandate migration email (customers migrating from another billing platform only). Please see instructions below:
Go to Customer Emails in your Stripe settings
Turn off ‘Send BECS Australia mandate and debit initiation emails’
Go to migration page and map the billing information to a customer in Rechargly
Confirm migrated customers by hitting the grey button
Scenario B: You get the data for the migration
Read billing migration guide to understand how the process works
Contact your billing provider to request the migration of billing data. Note, we will not cancel any existing mandates, and this won’t impact your current direct debit process.
When the direct data is available, share it with vault@rechargly.com.
Turn off Stripe’s automated mandate migration email (customers migrating from another billing platform only)
Go to Customer Emails in your Stripe settings
Turn off ‘Send BECS Australia mandate and debit initiation emails’
Go to migration page and map the billing information to a customer in Rechargly
Confirm migrated customers by hitting the grey button
Review this article which outlines what communication is sent to your clients when you migrate
👨💻 Set up billing information in Xero
Goal: Ensure invoices are generated in the correct currency and routed through Rechargly’s billing flow.
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.
During second onboarding call
🔌 Bulk Connections (15 mins)
Goal: Connect client accounts to Rechargly.
From the Connections page, bulk connect your clients. We Integrate all of the clients you’re setting up for Recharging from the Connections. We will automatically match the organisations in your Xero to the ones we're trying to match in Rechargly.
Bulk Connection Screenshot 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
📧 Setup Inbox Forwarding
Go to the Setup page
Read the instructions on how to setup automatic email forwarding.
For each vendor you want to send the invoices to Rechargly, you need to follow the rule conditions outlined for Xero.
🧘🏻 Setup the Auto-Reconciliation (10 mins)
Goal: Ensure that invoices are automatically reconciled in Rechargly when the first payout from Stripe hits your bank account.
Follow the auto-reconciliation steps
Why do we do this? auto-reconciliation guide
Go to your contacts and ensure you have Stripe created as a contact
Go to the Integrations page and refresh the integration by hovering over and clicking on the status (Active). It will fetch the new contact (give it a few minutes to resync)
Communicate how the Rechargly invoices work with your team and share with them the auto-reconciliation guide
👉 Final Check (15 mins)
Goal: Confirm everything is ready before enabling recharging.
Add your logo under the profile page (this logo will appear in the agreements page that goes out to all clients).
Ignition
Have you removed the subscription costs from the proposal?
GoCardless
Have you cancelled all repeating invoices in Xero?
Have you turned off Automated Payments from the Rechargly invoice template in GoCardless?
Follow these steps to check.
Xero (Repeating Invoices)
Have you cancelled all repeating invoices in Xero?
Other
Have you cancelled all repeating invoices in Xero?
Have you confirmed with your billing provider that Rechargly invoices won’t be collected?
Setup:
Set the accounting code for disbursements
Choose Stripe as billing method
Review billing terms
Set up Email Headers (CC and reply-to fields). Read this article to better understand why we use these.
Contact Rechargly team to perform the final review
Enable Recharging by going to the Billing page, click the purple ‘Preview and Enable’ button.
Check the ‘send emails now’ box
Enable customers
Go to the Setup page, scroll to step 5: Enable First Batch of Automatic Recharging, and
