--- title: "TRIPS Web Xero Integration - Change Management Guide" description: "Expected Release date: 19 October 2026" canonical_url: "https://support.caremaster.com.au/articles/trips-web-xero-integration-change-management-guide-KYBxay6x2F" md_url: "https://support.caremaster.com.au/articles/trips-web-xero-integration-change-management-guide-KYBxay6x2F.md" --- # **Expected Release date:** 19 October 2026 ## Overview The TRIPS Web Xero Integration is expected to be released on **19 October 2026**, and it brings changes to how invoices and transactions are managed in TRIPS Web. These changes support the new Xero integration and give you a more consistent, scalable invoicing experience. You will see updates to the **Client Profile** and **Verification** pages, reporting fields in the custom report builder, plus two new pages: **Invoices** and **Transactions**. Your overall workflow stays familiar. This guide explains what is changing, where to find it and what you need to do before release. Please review it with your team ahead of 19 October. :::warning **Important:** Please review the table below to see which actions need to be completed when Xero Integration is released. ::: ### What's changing at a glance | Area | Change | Action needed? | | :------------- | :-------------------------------------------------------------------------- | :---------------------------------------------------------------------------- | | Global | New Invoices page and new Transactions page | Familiarise your team | | Client Profile | Invoices & Charges and Transactions tabs now open the new pages | No | | Client Profile | New "Pay for a booking" options to prepay bookings | Optional - new feature | | Client Profile | New "Prepayment" column on the booking list | No | | Verification | "Amount Asked" renamed to "Expected cost" | Update any team instructions | | Verification | New "Actual cost" column | Use only when the cost differs from the expected cost | | Verification | Linked transactions show the amount collected and a "View Transaction" link | No | | Verification | "Invoice Total" column removed | No | | Reporting | `total_cost` is now `expected_cost` | **Yes - update your saved reports** | | Reporting | `cost_to_invoice` has been added to the custom report fields | **Yes - if not using Xero, add this field to your EOM and Invoicing reports** | | Reporting | `actual_cost` has been added to the custom report fields | Optional - add this field to your saved reports | ## Before 19 October: what to do Most changes need no action, but please work through this checklist with your team before release. 1. Share this guide with everyone who manages bookings, invoicing or verification. 2. Show staff where the new Invoices and Transactions pages open from in your UAT environment 3. Update any internal instructions that mention "Amount Asked" to say "Expected cost". 4. Decide whether your organisation will use the new "Pay for a booking" prepayment option. 5. If you will use prepayment, tell office staff that payments made in advance via the new prepayments will now show against the booking on the Verification page. ## Post Release: what to do 1. Update your saved reports: replace `total_cost` with `expected_cost`, and add `actual_cost` if needed. 2. If you don't use the Xero Integration, add `cost_to_invoice` to your saved reports in place of `invoice_total`. :::warning **REMEMBER:** Reports will need to be updated before completing your EOM reporting and/or accounts ::: ## Global changes Two new pages are being added to TRIPS Web: **Invoices** and **Transactions**. * **Invoices** - one place to view and manage a client's invoices and charges. * **Transactions** - one place to view, add and edit payments, including payments recorded by drivers in the driver app. As well as being able to select the two new pages from your navigation menu, you can reach both pages from the existing links on the Client Profile and the Verification page, so you won't need to learn new menu paths. _**New Invoices page**_ ![Invoice Page](https://support.caremaster.com.au/api/attachments.redirect?id=26307801-1f92-4216-81de-4286162f64a8 " =1888x482") _**New Transactions page**_ ![Transaction Page](https://support.caremaster.com.au/api/attachments.redirect?id=2e6673fe-7f3e-4199-84af-1f9b9a43b44f " =1905x412") ## Changes on the Client Profile The Client Profile gains prepayment options and a new column; the existing tabs now open the new pages. ### Invoices & Charges and Transactions tabs | Click this on the Client Profile | You'll now go to | | :------------------------------- | :---------------------------- | | Invoices & Charges | The new **Invoices** page | | Transactions | The new **Transactions** page | ### New: prepaying a booking You can now record a payment against a booking before the trip takes place. There are two ways to do it. **Option 1 - "Pay for a booking" on the Client Profile** 1. Open the client's profile and click **Pay for a booking**. 2. The Transactions page opens. Use the drop-down list to search for and select the booking. 3. Enter the amount, payment method, receipt number (if applicable) and any comments. 4. Save the transaction. **“_Pay for a booking" link on the Client Profile_** ![Pay for a booking - Client profile](https://support.caremaster.com.au/api/attachments.redirect?id=f5e8c7c5-474a-4f73-9bb4-d3eb2f275f01 " =1882x235") **Option 2 - "Pay for a booking" action on a booking** 1. On the client's booking list, open the actions for the booking and click **Pay for a booking**. 2. The Transactions page opens with the booking already selected and the amount already added. 3. Add the payment method, receipt number (if applicable) and any comments. 4. Save the transaction. _**"Pay for a booking" action on a booking**_ ![Pay for a booking - Bookings action menu](https://support.caremaster.com.au/api/attachments.redirect?id=eb023382-2433-44ab-84b7-d9aa87ee5ff3 " =1236x287") ### New "Prepayment" column on the booking list and client’s profile A new **Prepayment** column appears on the booking list tab on the “All Bookings” page and the “Bookings” tab on a client’s profile. Once a booking has been paid for, this column shows that the booking has a linked transaction and has been paid. _**Client booking list with the Prepayment column**_ ![Prepayment column on client's bookings tab](https://support.caremaster.com.au/api/attachments.redirect?id=95f86c18-4c92-435f-9467-71ef74097856 " =1237x277") _**All Bookings page list with the Prepayment column**_ ![Prepayment column on the All Bookings page](https://support.caremaster.com.au/api/attachments.redirect?id=05d3fb91-6193-41d6-bc20-2c8c1524a2e9 " =1885x270") ## Changes on the Verification page The Verification page's cost columns are changing; one is renamed, one is added and one is removed. ### Column changes | Before release | After release | What it means | | :------------- | :-------------------- | :------------------------------------------------------------------------------------------------- | | Amount Asked | **Expected cost** | Renamed only. Shows the cost recorded at the time of booking. | | – | **Actual cost** (new) | Use only when the real cost differs from the expected cost. This is the amount used for invoicing. | | Invoice Total | Removed | If you report on invoice totals, see Updating your saved reports below. | _**Verification page with Expected cost and Actual cost columns**_ ![Expected and Actual cost on the verification page](https://support.caremaster.com.au/api/attachments.redirect?id=0b5a48a5-67a2-455a-8d96-6e63e2c6c892 " =1502x352") :::info **Important:** These column changes also affect the fields in your saved reports. See **Updating your saved reports** below before your next end-of-month (EOM) run. ::: ### Using the Actual cost column The **Actual cost** column shows **click to add**. Leave it blank if the expected cost is correct. If the cost has changed, click **“click to add”** and enter the correct amount. **Example:** When the booking was made the cost was $15, but it should have been $20. Enter $20 in **Actual cost**. The $20 is then used for invoicing. _**Entering an amount in Actual cost**_ ![Entering an actual cost if it differs from the expected](https://support.caremaster.com.au/api/attachments.redirect?id=28192e77-efef-42e1-bcc5-8d8aa05dba40 " =1496x492") ### Linked transactions and "View Transaction" Transactions already linked to a booking now show on the Verification page. This includes transactions entered by drivers in the driver app and by office users. * The **amount collected** is displayed for that booking. * Click **View Transaction** to open the Transactions page, where you can view or edit the transaction. _**Amount collected and View Transaction link**_ ![Prepaid amounts already linked ](https://support.caremaster.com.au/api/attachments.redirect?id=42949b56-cc8e-42f4-b79c-80c34fed5cf1 " =1598x370") ![Viewing the transaction from the verification page link](https://support.caremaster.com.au/api/attachments.redirect?id=7b0b29b9-66ee-40da-867a-f0dcb27dddba " =1867x157") ## Updating your saved reports If you have saved reports that use total cost or invoice fields, you'll need to update them after release. This matters most if you use them for end-of-month (EOM) accounts. | Current field | After release | Who needs to act | | :-------------- | :----------------------------------------------------------------------------------------- | :-------------------------------------------------------------------------------------------------- | | `total_cost` | Renamed to `expected_cost` | All providers – replace `total_cost` with `expected_cost` | | – | `actual_cost` (new) | All providers – optional, add it if you want to see adjusted costs | | `invoice_total` | Only populates when an invoice has been created in TRIPS Web (the new Xero invoicing flow) | Providers using the Xero Integration can keep using it | | – | `cost_to_invoice` (new) | **Providers not using the Xero Integration** – add this field and use it instead of `invoice_total` | :::warning **If you don't use the Xero Integration:** `invoice_total` will be empty in your reports, because you won't be creating invoices in TRIPS Web. Add `cost_to_invoice` to your saved reports so your EOM accounts still show the amount to invoice. ::: ### How to update a saved report 1. Open the saved report. 2. Replace `total_cost` with `expected_cost`. 3. Add `actual_cost` if you want it. 4. If you don't use the Xero Integration, add `cost_to_invoice` and remove `invoice_total`. 5. Save the report, then run it to check the figures look right. :::tip **REMEMBER:** Columns on your report can be moved to where you want them before saving. When replacing/adding the new fields, make sure to put the column/s where you want before saving the new version ::: _**Report field selection showing**_ `expected_cost`_**,**_ `actual_cost ` _**and**_ `cost_to_invoice` _**(with an actual cost entered)**_ ![Updated reporting fields](https://support.caremaster.com.au/api/attachments.redirect?id=e477c96a-4780-4bff-a66e-88f7b441318e " =1795x171") _**Report field selection showing**_ `expected_cost`_**,**_ `actual_cost` _**and**_ `cost_to_invoice` _**(with no actual cost entered but a transaction captured)**_ ![Actual cost left blank | Transaction applied](https://support.caremaster.com.au/api/attachments.redirect?id=56d0c40d-c487-4c5d-883c-fa665814b0da " =1812x123") ### Field Definitions | Report field | Shown on Verification page as | Status | Definition | | :---------------- | :---------------------------- | :--------------------------------- | :------------------------------------------------------------------------------------------------------------------------------------------------ | | `expected_cost` | Expected cost | Updated - renamed from total\_cost | The cost of the booking recorded at the time it was booked. | | `actual_cost` | Actual cost | New | The corrected cost of a booking entered only when it differs from the expected cost. Blank if no correction has been made. | | `cost_to_invoice` | – | New | The amount to be invoiced for the booking. Use this in place of invoice\_total if you don't use the Xero Integration. | | `invoice_total` | column removed | Updated - behaviour change | The total of the invoice created in TRIPS Web for the booking. Only populates once an invoice has been created through the Xero Integration flow. | ## Frequently asked questions #### Will my existing invoices and transactions still be there? Yes. You'll find them on the new Invoices and Transactions pages, opened from the same tabs on the Client Profile. #### Do I have to fill in Actual cost for every booking? No. Only enter an Actual cost when the real cost differs from the Expected cost. #### Which amount is used for invoicing? The Actual cost if one has been entered; otherwise, the Expected cost. Remember to use the new `cost_to_invoice` field for any invoice reports #### Do I have to use prepayments? No. "Pay for a booking" is optional. Use it when a client pays for a booking in advance. #### How do I know a booking has been prepaid? Check the Prepayment column on the client's booking list. #### Can I change a transaction after it's been entered? Yes. Click View Transaction on the Verification page, or open the Transactions page, to view or edit it. #### I use invoice totals for my EOM accounts. What should I do? If you will be using the Xero Integration, `invoice_total` will keep populating from the invoices you create. If you don't, add the new `cost_to_invoice` field to your saved reports instead, as `invoice_total` will be empty. #### Why has total\_cost disappeared from my report? It has been renamed to `expected_cost`. Update your saved report to use the new name. ## Need help? If you have questions about these changes, contact the CareMaster customer care team who will put you in touch with one of our customer success specialists.