🧪 Testing and certification in progress
This feature is currently in early internal testing and certification and is not yet available to customers.
The content in this article is being shared to support internal testing, external stakeholder review, and AI (Axel) and human agent training.
Functionality, wording, and workflows may change before any wider release.
💡 Overview
The Windcave payment integration (EFTPOS Integration) allows you to process card payments directly from Auxo Workshop. Payments are initiated from a job or invoice and sent to a selected physical EFTPOS terminal, with the transaction progress and result displayed on screen as the customer completes the payment.
✅ Before you begin
Before configuring the Windcave payment integration in Auxo Workshop, make sure you have the following ready.
🔑 Windcave account credentials: You’ll need a Username and Key provided by Windcave for your merchant account.
🧾 Host‑integrated terminals confirmed: Contact Windcave Support to confirm your EFTPOS terminals are enabled as Host Integrated Terminals. The integration will not work with standalone terminals.
🔢 Terminal serial numbers: Have the Station ID (Serial Number) for each physical EFTPOS terminal available. This is usually printed on a label on the back of the device.
📘 Xero surcharge mapping (Xero users): Ensure a Surcharge account is configured in Auxo Workshop → Xero Add‑On → Account Mapping → Payments. Windcave payment surcharges are posted separately from invoices. See Windcave payments and Xero – accounting and reconciliation behaviour for details.
💼 Cash payment mapping (Xero users): We recommend mapping cash‑based payment methods to a dedicated cash clearing account. Windcave cash‑out reduces this balance while the Windcave payment itself continues to post in full. This makes reconciliation easier. For more detail, see Xero – Customer Payment Reconciliations.
Having this information ready will make the setup process quicker and help avoid configuration issues later.
🔌 Activate and configure Windcave
Go to Settings → Add‑Ons
In the Payments section, locate the Windcave Payment Integration tile
Click Configuration
Clicking Configuration opens the Windcave setup screen:
🔐 Windcave credentials
Enter the credentials provided by Windcave:
Username: Provided by Windcave
Key: Provided by Windcave
If you do not yet have these credentials, contact Windcave Support. Windcave will:
Confirm your EFTPOS terminals are enabled for host‑integrated payments
Provide the appropriate Username and Key from your merchant account
💳 Terminals
Terminals is where you define the Windcave terminals used at your workshop.
Each terminal represents a physical EFTPOS device that payments can be sent to during the Windcave payment flow.
Windcave supports a range of compatible EFTPOS terminals. For supported models and hardware options, refer to Windcave’s Instore Payments page.
To add a terminal:
Click + Add Terminal
Terminal name: A friendly name staff will see during payment processing
Defaults to Main Counter, but can be edited
Maximum 64 characters
Station ID (Serial Number): The serial number for the physical terminal
This is usually printed on a label on the back of the device
Maximum 32 characters
📝 Note: If an incorrect Station ID is entered, this will not be detected during setup. The error will only appear when the terminal is first used to process a Windcave payment.
Terminals can be added during the initial configuration or later by returning to the Windcave configuration screen.
💡 Tip: Use clear location‑based names such as Front Counter, Workshop, or Parts Desk so staff can quickly select the correct terminal during payment entry.
Click Save to store your configuration
Once saved, the Windcave tile updates to Active and lists your configured terminals
🔗 Link payment methods to Windcave
Payment methods must be linked to the Windcave integration in order to route payments to an EFTPOS terminal.
Go to Settings → System Configuration
In Methods of Payment, enable the EFTPOS integration toggle for each payment method you want to process via Windcave
The toggle is enabled when blue and disabled when grey
💳 Processing payments using Windcave
🧾 Important: Xero accounting behaviour
When using the Windcave payment integration with Xero, payment activity may create additional accounting entries, such as separate entries for payment surcharges.
Refunds and cash‑out amounts also behave differently to standard payments, and this is expected when using the Windcave payment integration.
For detailed guidance, see Windcave payments and Xero – accounting and reconciliation behaviour.
When entering a payment for a job or invoice, selecting a payment method linked to Windcave initiates a Windcave payment. Auxo Workshop sends the transaction to a selected EFTPOS terminal and displays the processing status on screen.
Payment methods linked to Windcave are identifiable by:
A card icon displayed next to the payment method
A tooltip on hover showing “EFTPOS connection is enabled”
▶️ Start a Windcave payment
Select a payment method with the card icon
Enter the payment amount
Click Submit Payment
A Windcave Payment window opens:
Select the Terminal to use
Review the transaction amount
Optionally enter a Cashout amount
Click Submit
🔄 Windcave processing screens
After submitting, Auxo Workshop displays Windcave processing progress as the customer interacts with the EFTPOS terminal. The exact prompts shown depend on the card and payment type being used.
Transaction started: Prompt to present or insert card
Processing: Status updates while the terminal is in use
Signature verification (when required): Prompt to confirm whether the signature is acceptable
Complete: Final payment result and totals
✅ Complete the payment
When the transaction completes successfully:
Click Close & Submit Payment
The payment is recorded against the job or invoice
❌ Declined or cancelled payments
If a Windcave transaction is declined or cancelled:
The payment is not recorded in Auxo Workshop
You can retry the Windcave payment or select a different payment method
The failed transaction must be acknowledged before starting another Windcave payment on the same EFTPOS terminal
💸 Refunding a Windcave payment
Payments processed via Windcave can be refunded directly from the job or invoice.
Open the job or invoice
Expand the Payments section
Hover over the payment amount to reveal additional actions
Click the refund icon (square with curved arrow)
If a surcharge was applied:
Hover over the info icon next to the payment to view the surcharge applied to that specific payment
In the refund window:
Review the refund summary, including the original amount and any surcharge
Select the terminal to process the refund
Confirm the refund and follow the terminal prompts
The customer presents their card at the terminal when prompted
📝 Note on refunds
Refunding a Windcave payment only refunds:
The amount applied to the job or invoice, plus
The full surcharge amount associated with that payment (including any surcharge applied to a cash‑out)
The cash‑out amount itself is not refunded, as cash‑out is paid directly to the customer at the terminal.
🔁 Interrupted or unfinished Windcave payments
If a browser refresh, navigation, or interruption occurs during a Windcave payment, Auxo Workshop detects the unfinished transaction when the job is opened again.
Recovery allows staff to:
View the current transaction status
Complete or acknowledge the transaction
Retry the payment if it failed
While a transaction is awaiting recovery, no further Windcave payments can be processed on that terminal.
ℹ️ Important Operational Notes
Windcave payments can be taken for job deposits and invoice payments
Staff select the EFTPOS terminal during the payment flow
Only one Windcave transaction per terminal can be active at a time
Payments processed via Windcave can be refunded in‑app
Any surcharge applied is tracked per payment and visible via the payment info tooltip