Your numbers, in a shape your accountant can actually use

A daily sales journal, your supplier bills and a payroll journal, exported per site and date range in Xero's own import layouts. No retyping, no reconciling two versions of the same Tuesday.

CSV exports work today. The direct Xero connection is built and switches on shortly.

Every venue system stops one step short of the ledger.

The till knows what you took. The stock module knows what you were billed. The rota knows what you paid your team. And then somebody exports three reports, opens a spreadsheet, and types it all into the accounts again — usually a fortnight later, usually from memory about which of the numbers was the one everyone agreed on.

That retyping is where the errors live, and it is why a system whose figures cannot reach an accountant never quite gets trusted. So Zynthio writes the files in the layouts Xero publishes, from the same services that produce your end-of-day pack. Not a second calculation of the same day — the same one, laid out differently.

What you stop doing

Sales, purchases, wages

Choose a period and the sites, look at the real file on screen, then download it or post it. Every export is recorded with who ran it and when.

Daily sales journal

One document per site per trading day, from the till or from Toast: net sales split by VAT rate, the VAT, service charge net of its own VAT, tips as a liability, and the cash, card and delivery-platform split on the other side.

Post it as a manual journal, or as one sales invoice per day if your VAT return needs to pick the figures up. You choose, per export.

Supplier bills

One bill per approved supplier invoice, with its lines, its VAT and the supplier as the contact. The due date comes from that supplier's payment terms, so the purchase ledger ages properly instead of everything landing due today.

Only approved invoices go by default. Anything still in query stays where it belongs until you say otherwise.

Payroll journal

Gross pay including overtime, employer NI and employer pension for the period, per site, credited in full to a wages-payable control account.

This is an employer-cost journal. PAYE, employee NI and net pay are your payroll bureau's, and their posting clears the balance — we would rather say that than imply a full payroll posting we do not produce.

The export agrees with your reports, by construction

The sales figures come out of the same end-of-day service behind your Z-read and your reporting screens, and the VAT split is apportioned from the sealed VAT total, so the rates reconcile to the penny with the number you read on the day. Nothing here adds a day up a second time.

Journals are checked to balance before a file is written, and if the money that arrived does not agree with the money that was earned, the difference appears as a line called exactly that. A journal that balances by hiding a variance is worse than one that shows it.

Details that matter at the year end

The parts we would rather you heard from us

A demo that only shows what works is how software gets bought and then resented.

The live Xero connection is coming soon

The connection, the token handling and the nightly posting of yesterday's takings are built and tested. They wait on our registration with Xero, and until that lands the connect button is visibly disabled rather than failing when you press it. The CSV exports need none of it.

Xero only, so far

There is no Sage or QuickBooks layout today. The exporter reads the numbers once into a neutral shape and a layout maps them to columns, so adding one is a mapping rather than a rewrite — but it is not there yet, and we are not going to list logos we do not support.

A manual cash-up cannot be exported

The sales journal needs a VAT-rate split, and a hand-entered cash-up does not carry one. A site on a connected till or on Toast exports; a site on cash-ups alone is listed on screen as excluded, with the reason, rather than quietly contributing nothing.

Questions accountants ask

What exactly does my accountant get?

A CSV in the layout Xero publishes for that kind of document, so it imports without anyone retyping it. The daily sales journal carries net sales split by VAT rate, the VAT, the service charge, tips as a liability rather than revenue, and the cash, card and delivery-platform split, one journal per site per trading day. Supplier bills come across one bill per invoice with its lines and a due date worked out from the supplier’s payment terms. The payroll journal carries gross pay, employer NI and employer pension. You pick the period and the sites, look at the real file on screen first, then download it.

Does it connect to Xero directly, or is it a file?

A file today, and the direct connection is built and waiting. The exports need no credentials and no setup beyond telling us your account codes, which is why they are the thing we lead with. The live connection posts the same three documents straight into Xero over its API, with a nightly job for yesterday’s takings, and it switches on as a configuration change rather than a rebuild. Until then the button says so rather than failing when you press it.

Do you support Sage or QuickBooks?

Not yet, and we would rather say that than list logos. The exporter is layout-driven: the numbers are read once into a neutral shape and a layout maps them to columns, so a Sage 50 or QuickBooks variant is a mapping rather than a rewrite. Xero came first because it is what most independent UK operators and their accountants already use. If yours is on something else, tell us which and it moves up the list.

Where do the numbers come from, and will they agree with my reports?

They are the same numbers, not a second calculation. The sales figures come out of the same end-of-day service that produces your Z-read and your reporting screens, and the VAT split is apportioned from the sealed VAT total so the rates reconcile to the penny with what you already read on the day. Supplier bills come from the invoices in your stock module and payroll from your payroll run. Nothing in the export adds anything up a second way, because two answers to one question is exactly what an accountant will not accept.

What about tips and service charge?

Tips are posted to a liability account, not to revenue, because they are money owed to your team rather than turnover of the business. A discretionary service charge is posted separately from sales and net of its own VAT, using your venue’s own VAT treatment for it rather than an assumption. Both are deliberate: booking tips as revenue overstates your turnover and misdescribes money that under the Employment (Allocation of Tips) Act 2023 is not yours.

Can I export the same month twice by mistake?

You can export it twice on purpose, and the system will tell you that you are. Every export writes a history row with who ran it, which period, which sites and how much, and a period that has already been exported is flagged before you download and marked in the history afterwards. It is a flag and not a block, because a first attempt that produced a broken file has to be repeatable and only you know which case you are in.

Does the payroll journal include PAYE and net pay?

No, and the journal says so on its face. Zynthio knows gross pay, overtime, employer NI and employer pension because it holds the hours and the rates; PAYE, employee NI and net pay are calculated by your payroll bureau and Zynthio never sees them. So the export is an employer-cost journal, credited in full to a wages-payable control account that your bureau’s own posting clears. Holiday accrual and tronc are reported alongside it but deliberately kept out of the journal.

One login, one bill, one set of sites

Every Zynthio module shares the same sites, the same people and the same reporting. Turn on what you need.

Martyn’s Law Readiness

Procedure templates, a per-site capacity and tier view, a quarterly drill record and a staff briefing.

Zero-Hours Readiness

Guaranteed hours, shift notice and cancellation payment policies, plus the rota record that evidences them.

Food Safety & HACCP

Digital daily checks, temperature logs, HACCP plans, allergen charts and EHO-ready PDF records.

Rotas, Clock-In & HR

Build rotas against a live labour budget, clock staff in with geofencing, approve timesheets.

Stock & Cashing Up

Stocktakes, purchase orders, delivery scanning, GP tracking and daily cashups with weekly rollups.

EPOS & Till

Connect your existing till for live sales into stock and rotas, plus the ZynthioEPOS till in build.

HACCP Plans

Build a full Codex HACCP plan online, link CCPs to daily checks and export EHO-ready PDFs.

COSHH & Risk Assessments

Substance register with data sheets and PPE, plus scored venue risk assessments with sign-off.

Audits & Mock EHO

Ten UK templates, 400+ inspector-style questions, weighted scoring and a site league table.

Staff Training

Assign courses, track completion by person and site, and issue certificates into the HR file.

Review Management

Google, TripAdvisor and your FSA rating in one dashboard with a reputation score per site.

Table Bookings

Website booking widget, live service diary, deposits and a guest CRM - no per-cover fees, ever.

Refusals Register

A digital refusals book filled from the till, ready for the licensing officer.

Cash Management

Safes, floats, banking and an append-only ledger with daily cash-up reconciliation.

KPIs & Reporting

Clock-in accuracy, labour budget, salary utilisation and reputation, per site and per group.

Recipe Costing

Cost dishes from live stock prices, track GP ex-VAT and tag all 14 UK allergens.

Free GP Calculator

Cost a dish, cost a keg by the pint, or price to a target GP. No account needed, VAT handled properly.

Or start at the beginning on the Zynthio homepage, try it with sample data on the live demo, or read practical operator guides on the blog.

Stop retyping your own numbers

Start a free trial, or book a call and bring your accountant — we will walk through the account codes and the VAT treatment together.