Use this page to diagnose issues between Auxo Workshop and Xero. For quick answers, see Xero FAQ.
đ§ How this guide works
Each section keeps things simple with What youâll see â Why this happens â How to fix it â How to avoid it.
đ¨ Plan limits stopping invoices/bills
What youâll see
âUnable to upload invoice {invoice number} to Xero. You have reached the limit of invoices you can approve.â
Why this happens
Your Xero plan has monthly caps on invoices/bills (common on Starter/Early plans).
Typical caps:
20 invoices (Accounts Receivable)
5 bills (Accounts Payable)
đ Note: The invoice date (not the creation date) is used to determine which month an invoice was entered.
If you exceed these limits, you may see an error notification in Auxo Workshop shortly after generating a transaction that exceeds these limits stating:
"Unable to upload invoice {invoice number} to Xero. You have reached the limit of invoices you can approve."
How to fix it
Upgrade your Xero plan or wait until the next month.
Repost affected invoices (see Repost an invoice to Xero).
How to avoid it
Confirm your plan before goâlive.
Monitor usage during the month.
Other Xero Limits
According to resources in the Xero community forum at central.xero.com and within the developer documentation, Xero recommends staying within the following limits for optimal performance:
~1,000 sales invoices (â10 lines each)
~1,000 purchase bills (â10 lines each)
~2,000 account transactions
~2,000 bank statement lines
~1,000 lines per statement
đ¤ Contact errors (archived or merged)
What youâll see
âUnable to upload customer to Xero. The specified contact details matched an archived contactâŚâ
Why this happens
The contact linked to the Auxo customer is archived (or was merged) in Xero.
How to fix it
In Xero, restore the archived contact (or reâmerge so the active contact is the one Auxo updates).
Make a small edit to the contact in Xero or Auxo and save.
If an invoice failed previously, repost it (see Repost an invoice to Xero).
How to avoid it
Avoid archiving/merging contacts linked to Auxo.
If merging, ensure the destination contact is the one linked to Auxo.
đ˘ Duplicate invoice numbers
What youâll see
An error that the invoice number is already in use in Xero.
Why this happens
An invoice created in Auxo Workshop has the same number as an existing invoice in Xero.
How to fix it
Auxo Workshop canât renumber an issued invoice. Resolve the conflict in Xero per your policies.
Adjust Auxo Workshop Next Invoice Number and (optionally) an Invoice Prefix so future invoices donât collide.
How to avoid it
Before goâlive, set a unique Invoice Prefix and a Next Invoice Number that wonât overlap with existing Xero invoices.
If you also create invoices directly in Xero, keep sequences separate to avoid collisions.
𧞠Paid/Unpaid status doesnât match
What youâll see
An invoice is Paid in Xero but Unpaid in Auxo Workshop (or amounts differ), or viceâversa.
Why this happens
The invoice total was changed in Xero after it was posted from Auxo Workshop.
A payment was moved between invoices in Xero (including reallocating a prepayment to a different invoice). This is not supported by the integration and causes mismatches.
How to fix it
If totals were changed in Xero: make the correction in Auxo Workshop and Save. Saving posts the updated totals to Xero.
If a payment or prepayment was moved in Xero: do not reallocate. Instead:
Remove the payment entirely in Auxo Workshop or Xero.
Re-enter the payment in the correct system (Auxo or Xero) against the correct invoice.
Optionally, attempt a resync: make a small nonâfinancial change to the Auxo Workshop invoice (e.g., tweak a line description) and Save.
How to avoid it
Donât edit Auxo Workshopâcreated invoices directly in Xero (e.g., adding lines that change the total).
Donât move or reallocate payments or prepayments between invoices in Xero â delete and reâapply to the correct invoice instead.
đ¸ Discount added in Xero causes payment sync failure
What youâll see
You have an invoice in Xero showing a discounted total (possibly $0), but in Auxo Workshop the invoice still shows the original amount. If you try to create a payment in Auxo Workshop for this invoice, the payment will not sync to Xero. You may also eventually see an error message:
"Unable to upload payment of $xx.xx for the invoice {Invoice Number} to Xero. Payments can only be made against Authorised documents Payment amount exceeds the amount outstanding on this document."
E.g.
Why this happens
Adding a discount directly in Xero changes the invoice total, so the amount Auxo Workshop tries to post as a payment exceeds the outstanding balance in Xero. Xero rejects the payment silently because the invoice is already considered paid or partially paid.
How to fix it
Remove the discount in Xero so the invoice total matches Auxo Workshop.
Delete the payment in Auxo Workshop that failed to sync.
Once the invoice totals match, re-enter the payment in Auxo Workshop so it can post successfully to Xero.
How to avoid it
Do not edit invoice totals in Xero (including adding discounts). All changes should be made in Auxo Workshop.
đł Deposits/prepayments not matching
What youâll see
A deposit/prepayment removed in Auxo Workshop still appears in Xero.
Why this happens
Certain prepayments arenât removed automatically in Xero due to integration limitations.
How to fix it
Remove the prepayment manually in Xero to match Auxo Workshop.
How to avoid it
Doubleâcheck deposits before deletion in Auxo Workshop; if removal is required, update both systems.
đŚ COGS journal doesnât look right
What youâll see
The COGS (Cost of Goods Sold) journal amount in Xero doesnât match what you expected for a given invoice.
Why this happens
COGS is posted to Xero at invoice time based on Average Cost in Auxo Workshop. If costs are out of date, or items were archived, the journal may differ from expectations.
How to fix it
In Xero, open the manual journal and note the invoice reference in the Narration and the item in the Description.
In Auxo Workshop, correct the itemâs Average Cost if needed.
Repost the invoice from Auxo Workshop so the updated journal is sent (see Repost an invoice to Xero).
How to avoid it
Keep part costs current in Auxo Workshop.
Be aware that archived parts wonât contribute to COGS on that invoice.
𧞠Purchase Orders â Bills (including freight)
What youâll see
A supplier bill in Xero doesnât match the Auxo Workshop purchase order; freight appears differently than expected.
Why this happens
Auxo Workshop creates a bill in Xero when a purchase order is finalised. Freight entered on the PO is included on the Xero bill. Changes made after finalising a PO in Auxo Workshop do not update the existing Xero bill.
How to fix it
Check mapping first: confirm GL mappings for Stock on Hand, Work in Progress (WIP), and Freight in Xero Setup â 2. Account Mapping.
Choose an approach that fits your process, for example:
Create an adjustment PO in Auxo Workshop for the difference (posts an additional bill), or
Handle the correction in Xero according to your accounting practices.
đNote: Edits to Bills made in Xero do not flow back to Auxo Workshop
How to avoid it
Before finalising a PO, confirm quantities, freight, and mapping reflect how you want the bill coded in Xero.
đ Connection issues
What youâll see
Errors about expired tokens or failed connection.
Why this happens
Authorisation with Xero has expired or permissions changed.
How to fix it
Reâconnect to Xero (see Xero Setup â Activate & Connect).
How to avoid it
Reâconnect promptly when prompted.
Avoid removing the app inside Xero unless you intend to reset.
đ Repost an invoice to Xero
In Auxo Workshop, open the invoice.
Make a tiny nonâfinancial edit (e.g., add a full stop to a line description).
Click Save to trigger reâposting to Xero.
Confirm the update appeared in Xero (invoice or journal, as relevant).
đ Related articles
â