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🚨 Which Xero plan should I use?
Most workshops use Xero Grow or higher. Lower‑tier plans cap invoices/bills per month and can block postings from Auxo Workshop.
📚 See Plan limits stopping invoices/bills in Xero – Troubleshooting & Known Issues.
Note: Based on Xero plans as at 25 Aug 2025.
🧾 Does Auxo Workshop create opening balances in Xero?
No. Opening balances and adjustments are handled by you/your accountant directly in Xero.
🔗 What does Auxo Workshop post to Xero?
Customer invoices, bills (from purchase orders), COGS journal on invoice, deposits/prepayments, and customer‑payment clearing.
📚 See Xero Data Flow for timing and behaviour.
🔄 Why aren’t my purchase orders or inventory journals appearing in Xero?
Check your Sync Settings in Auxo Workshop:
If Send Purchase Orders to Xero is unticked, purchase orders will not sync to Xero as bills.
If Create Inventory Journals (COGS & Stock on Hand) is unticked, Xero will not receive journals for stock movements or cost of goods sold.
📦 Does Auxo Workshop sync Xero inventory items/products?
No. The integration operates at the GL account level (e.g., Stock on Hand, Work in Progress, COGS). Xero product items are not synchronised with Auxo Workshop parts.
👥 How are customers linked between Auxo Workshop and Xero at go‑live?
If you already use Xero for customer accounts, you’ll typically import contacts from Xero into Auxo Workshop during setup. If you’re starting fresh or importing from another system, that’s fine too.
Auxo Workshop links customers to Xero when transactions are created (and at other documented touchpoints).
📚 See Xero Data Flow and Tidy Customer Data in Xero for best practices.
🔄 Why isn’t my data flowing into Xero?
Check these first:
Xero Setup → Account Mapping and Tax Rates completed
Your Xero plan isn’t hitting invoice/bill caps
Invoice numbers don’t duplicate existing Xero invoices
The customer/supplier in Xero isn’t archived/merged in a way that blocks updates
Your Xero connection/authorisation hasn’t expired or been revoked.
If issues persist:
📚 See Data flow issues in Xero – Troubleshooting & Known Issues.
💡 Tip: Repost an invoice to Xero If you fixed a blocking issue, make a minor, harmless edit (e.g., a small description change), when the changes auto-save in Auxo Workshop the updated totals are posted to Xero. See: Xero - Troubleshooting Known Issues → Repost an invoice to Xero. If a payment has already been allocated to the invoice, remove the payment first, make the edit, and then re-add the payment after the invoice syncs.
💳 Why do paid/unpaid statuses differ between Auxo Workshop and Xero?
Common causes:
Invoice totals edited in Xero after posting from Auxo Workshop
A payment or prepayment was moved in Xero from one invoice to another (unsupported by the integration)
To fix this, remove the incorrect payment or prepayment and re-enter it against the correct invoice. Do not reallocate payments in Xero.
📚 See Paid/Unpaid status doesn't match in Xero – Troubleshooting & Known Issues.
❓ What happens if I add a discount in Xero?
It is important to not make any changes in Xero to affect invoice totals. Adding a discount in Xero changes the invoice total and breaks the sync. If the discount reduces the invoice to $0 and you try to apply a payment in Auxo Workshop, Xero will reject it.
You may also eventually see an error message in your Auxo Workshop notifications along the lines of:
"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.
To fix this, remove the discount in Xero, and if you had entered a payment into Auxo Workshop, delete the payment in Auxo Workshop, and re-enter it once the invoice totals match.
📚 See Discount added in Xero causes payment sync failure in Xero – Troubleshooting & Known Issues.
🧾 I applied a payment to the wrong invoice in Xero, what should I do?
Don’t move payments between invoices in Xero. Delete the incorrect payment in Xero and re‑enter it on the correct invoice.
📚 See Paid/Unpaid status mismatches in Xero – Troubleshooting & Known Issues.
💰 How do deposits/prepayments work?
Deposits recorded in Auxo Workshop post to Xero as direct bank receipts against your Prepayments/Deposits liability (as configured in Account Mapping).
A Deposit account must be chosen in Account Mapping. Until it is, deposits won't be sent to Xero.
Each deposit goes into the bank account mapped to its payment method. If the payment method isn't mapped, it goes into the default bank account from Account Mapping.
When the job is invoiced, the deposit is applied to the invoice in Xero automatically, and the balance owing drops by the deposit amount.
If you cancel a deposit in Auxo Workshop, it is taken off the invoice in Xero, but the prepayment itself stays in Xero as unallocated credit. Your accountant may need to refund or void it.
📚 See Deposits/prepayments not matching in Xero – Troubleshooting & Known Issues.
✏️ Can I change the amount of a deposit?
You can change the amount in Auxo Workshop, but the change only saves in Auxo Workshop. It is not sent to Xero, so Xero keeps the original amount.
If a deposit amount is wrong, cancel the deposit and take a new one for the correct amount. Ask your accountant to refund or void the cancelled prepayment in Xero.
📚 See Deposit amount changed in Auxo Workshop but not in Xero in Xero – Troubleshooting & Known Issues.
🔔 Why didn’t my deposit reach Xero?
Check these first:
Look for a Deposit Data Sync notification in Auxo Workshop. It explains what went wrong.
Confirm a Deposit account has been chosen in Account Mapping.
Confirm Auxo Workshop is still connected to Xero. If Xero isn't connected when a deposit is taken, nothing is sent and no notification appears.
📚 See Deposit Data Sync notifications in Xero – Troubleshooting & Known Issues.
🧮 How should I reconcile customer payments?
Auxo Workshop uses a clearing account pattern in Xero.
🔢 Where do I find the full list of accounts/codes to set up?
See Xero Setup – 2. Account Mapping for the complete and current list (single source of truth).
🔌 How do I disconnect from Xero?
See Xero Setup – Disconnect from Xero (in the Xero Add‑On collection).
⏱️ When does the data sync occur?
The sync is live between Auxo Workshop and Xero.
📚 See Xero Data Flow for event timing, retries, and behaviours.
🧾 How do I manage debtor accounts or send statements?
Manage debtor accounts within Xero. Auxo Workshop creates invoices which are synced to Xero, from there Xero manages debtor (customer) balances and statements, so you would use Xero for sending statements. Read more in the following Xero documentation:
Send a customer statement: https://central.xero.com/s/article/Send-a-customer-statement
Aged Receivables Summary (New): https://central.xero.com/s/article/Aged-Receivables-Summary-report-New#Newversion
🧮 Why is there a large or incorrect COGS journal from Auxo Workshop in Xero?
Auxo posts a manual COGS journal per invoice. If values look off, common causes are incorrect average cost on one or more parts, or archived parts on the invoice.
📚 See COGS journal doesn’t look right in Xero – Troubleshooting & Known Issues.
🗃️ Will customers/suppliers archived in Auxo Workshop also be archived in Xero?
No. Archiving is separate. Archiving a contact in Auxo affects only Auxo.
📚 See Xero’s guide: https://central.xero.com/s/article/Archive-or-restore-contacts
🔁 Why wasn’t a payment I deleted in Auxo removed from Xero?
This is most likely a prepayment. When you cancel a deposit in Auxo Workshop, it is taken off the invoice in Xero, but the prepayment itself stays in Xero as unallocated credit. Your accountant can refund or void it.
📚 See Deposits/prepayments not matching in Xero – Troubleshooting & Known Issues.
How can I unlink a contact in Auxo Workshop from Xero?
From time to time you may wish to unlink a contact in Auxo Workshop from Xero, in particular if you find Auxo Workshop is linked to the incorrect contact in Xero, or you wish to create a new contact in Xero.
To Unlink a customer from Xero:
Open the Customer's details from the Customer List in Auxo Workshop
Click the ellipsis icon at the top and select "Unlink from Xero":
This will remove the Xero ID from the specific customer in Auxo Workshop.
If you unlink an archived customer, then restore the customer in Auxo Workshop, it will create a new customer in Xero, rather than attempting to search for and relink to the prior Xero contact.