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Care home invoices for podiatrists: payments matched in Xero

Zanda exports invoices to Xero and imports reconciled payments back, flagging any it can't match. From about $20£15€18A$29C$28 a month on top of Xero.

At a glance

  • What it costs$20–72£15–54€18–64A$29–104C$28–102 a month

  • Worth, in extra profit or time saved in the worked example$251£189€225A$363C$355 a month

  • Pays for itselfIn about a week

  • Connecting two tools or some setup timeSome setup needed

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

Domiciliary podiatrists send dozens of small invoices to care homes and families, and payments arrive by bank transfer with vague references. If 140 invoices a month each take 2 minutes to tick off in a spreadsheet, that's 280 minutes, about 4.7 hours a month, before any chasing.

What the AI does

Zanda exports client, invoice and payment information to Xero, and imports payments reconciled in Xero back into Zanda, matched to their invoices. With automatic imports on, it checks Xero every hour, and it flags any payment it can't match with the reason. You reconcile the bank feed in Xero as normal, and Zanda shows which invoices are still unpaid.

A worked example

A podiatrist in Northamptonshire visits 6 care homes and about 60 patients at home, raising about 140 invoices a month. They use Zanda Starter for notes and invoices, and already use Xero Grow for the accounts.

Before

140 payments ticked off by hand at 2 minutes each: about 4.7 hours a month

After

About 30 minutes a month dealing with the payments Zanda flags as unmatched

What it's worth

About $251£189€225A$363C$355 a month of the podiatrist's time, at an assumed $60£45€54A$86C$85 an hour: 4.2 hours a month saved (4.7 hours less 30 minutes). Zanda Starter is $20£15€18A$29C$28 a month; with Xero Grow at $52£39€46A$75C$73 the total is $72£54€64A$104C$102 if you don't already have Xero.

How to set it up

  1. Check Xero's pricing: Ignite ($24£18€21A$35C$34) allows only 20 invoices a month, so 140 invoices needs Grow at $52£39€46A$75C$73 excluding VAT.
  2. Connect Zanda to Xero and map invoices and payments to the sales and payment accounts your accountant wants.
  3. Give each care home and family a payment reference to use, such as the invoice number, so payments match.
  4. Turn on automatic payment imports and work through the unmatched list each week.
  5. Reconcile the first month by hand as well, to make sure the totals agree.

What goes wrong

  • Payments without your reference won't match. Expect more flags until homes and families use it.
  • An invoice naming a resident and their foot care tells anyone who sees it about that person's health. Keep descriptions short and send invoices only to whoever pays.
  • A single care home payment can cover many residents. Check how it comes through before relying on the matching.
  • Zanda's Xero page doesn't state a plan requirement or how often invoices go across. Confirm with Zanda.

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Last updated October 17, 2026.