Ask the Collective
The questions independent drinks founders ask most — answered. Distilled from years of community knowledge so the good stuff never disappears in the feed again.
What is the best way to integrate Xero accounting software with a Shopify ecommerce platform?
Members report that Shopify no longer offers a native integration tool, requiring a third-party solution instead. **Integration options:** - **Xero Bridge** — Shopify's legacy integration tool; members found it clunky and unreliable, particularly with PayPal sales - **A2X Accounting** — recommended as an alternative Xero–Shopify integration (https://www.a2xaccounting.com/shopify/xero) **Key caveat:** Members identified PayPal integration as a persistent problem with Xero Bridge. One member suggested turning PayPal off entirely rather than fighting the integration issues, though others indicated they don't use PayPal and avoid the hassle altogether. Test any solution carefully with your payment methods before fully committing.
What expense management and accounting software systems work well together for drinks businesses?
Members use a combination of expense tracking apps and accounting software linked together for seamless integration. The most commonly recommended setup integrates with **Xero**, which appears to be the standard accounting platform in the community. Expense management and payment tools members recommend: - **Soldo** — used alongside approval workflows and payment runs that feed into Xero - **Approval Max** — payment approval layer that integrates with Xero - **Telleroo** — payment run tool that feeds into Xero - **Dext** — links directly with Xero and QuickBooks; described as "super simple" - **Expensify** — recommended for handling mileage, receipt uploads, and meeting expenses - **Pleo** — praised as "very easy" with Xero integration **Xero** itself is consistently cited as the accounting foundation, with members noting it is "very easy" to use. The common pattern is: expense app (Soldo, Pleo, Expensify, or Dext) → approval layer (Approval Max) → payment processing (Telleroo) → Xero. Members emphasise the value of direct integrations to reduce manual data entry and cut down on administrative friction.
What employee expense tracking and financial management tools do members use, and which integrate well with Xero?
Members recommend two main platforms for employee expense and petty cash management: - **Pleo** — praised as simple and bookkeeper-friendly, with no complaints reported. Members note it also offers overdraft facilities (though these aren't widely advertised). The platform supports approval processes, team limits, and auto-top-ups, though some members recommend properly configuring these features rather than relying on defaults. - **Soldo** — frequently mentioned alongside **Approval Max** as a paired solution for expense tracking. Both integrate with Xero for sales order tracking and accounting sync. Members emphasise that these tools work best when you actively configure their built-in functions (approval workflows, spending limits, team permissions) rather than using them at default settings.