Integrations

Xero integration: post depreciation from Cohiva Control

In short

Cohiva Control posts monthly fixed-asset depreciation journals to Xero from the same system that maintains the asset. The monthly run is idempotent, so re-running it does not double-post, posting state is tracked separately from the append-only depreciation ledger, and a failed post can be retried without corrupting the record.

Xero integration: post depreciation from Cohiva Control

If your books live in Xero and your assets live in a maintenance system, depreciation usually means a monthly export, a spreadsheet and a manual journal. Cohiva Control removes that step by posting fixed-asset depreciation straight into Xero from the same system that maintains the asset. This page explains what posts, how it stays safe to run, and where Xero fits in the picture.

What gets posted to Xero

Each month, Cohiva Control computes depreciation for your assets across whichever methods they use, straight-line, diminishing value, double declining balance, units of production, sum of years digits or AASB 16 leases, and records the charge on an append-only depreciation ledger. From there it posts a journal into Xero. The amount that posts is the amount the engine computed, carried as a fixed-precision decimal rounded half up, so Xero and the maintenance system agree to the cent.

How to set it up

  1. Connect Cohiva Control to your Xero organisation through the integration settings.
  2. Map your depreciation to the Xero accounts you want the journal to hit.
  3. Confirm the assets you want depreciated, with their cost, residual value, method and useful life.
  4. Run the monthly depreciation, or let the scheduled run do it, and the journal posts to Xero.

Posting safely: idempotent runs

The classic risk with automated journals is posting the same month twice. Cohiva Control’s monthly run is idempotent, so running it again for a month that has already posted does not create a second journal in Xero. A retry after an interruption, or a scheduled run that overlaps a manual one, will not double-charge your accounts.

Keeping the ledger clean

The depreciation ledger in Cohiva Control is append-only and cannot be edited or deleted. To track whether a journal has posted, succeeded or failed without breaking that guarantee, posting state lives separately from the ledger row. The ledger records what depreciation occurred; the posting state records what happened when it was sent to Xero. Because the two are separate, a failed post can be retried without ever touching the immutable record.

Xero stays your ledger

Cohiva Control does not replace Xero. Xero remains your accounting system and the system of record for the financials. Cohiva Control computes depreciation on the asset your team maintains and posts the journal into Xero, so the maintenance data and the books stay in step without anyone re-keying figures between them.

Beyond depreciation

The integration is the most visible part of a broader open platform. Work order completions can be posted out through signed webhooks and a typed SDK, so finished maintenance can trigger processes in other systems. The depreciation posting to Xero is the headline, but the same openness lets Cohiva Control fit the rest of your stack.

A note on advice

The depreciation features give general information about how Cohiva Control calculates depreciation. They are not accounting, tax or financial advice. Confirm treatment with your accountant or adviser.

Part of the Cohiva platform

Cohiva Control is part of the Cohiva platform. Leisure operators often run it with Cohiva Complex, and finance teams connect it to Cohiva Crunch for the general ledger. Explore the platform at www.cohiva.app.

This page provides general information about how Cohiva Control calculates depreciation. It is not accounting, tax or financial advice. Confirm treatment with your accountant or adviser.

Frequently asked questions

What does Cohiva Control post to Xero?
Monthly fixed-asset depreciation, as a journal. The depreciation is computed in Cohiva Control on the same asset your team maintains, then posted into Xero as your ledger.
Will it ever post the same month twice?
No. The monthly run is idempotent, so running it again for a month that has already posted does not create a second journal in Xero.
What happens if a post to Xero fails?
Posting state is tracked separately from the append-only depreciation ledger, so a failed post can be retried without altering the ledger row. The ledger stays immutable while the posting is corrected.
Does Cohiva Control replace Xero?
No. Xero remains your accounting system and ledger. Cohiva Control computes depreciation and posts the journal into Xero, so the asset data and the books agree without re-keying.
Can work order data go out too?
Work order completions can be posted out through Cohiva Control's open platform using signed webhooks and a typed SDK, so finished maintenance can drive downstream processes.