🚨 Key things to know
Before reviewing the detail below, there are a few important things to be aware of when using the Windcave payment integration with Xero.
Payment surcharges are not part of the invoice: Windcave surcharges are applied at the time of payment and are posted separately using the Surcharge mapping in Xero Account Mapping.
Cash‑out affects cash balances, not invoices: Cash‑out is paid directly to the customer at the terminal and reduces the cash received by the workshop.
Refunds do not include cash‑out: When refunding a Windcave payment, the invoice amount and surcharge are refunded, but the cash‑out amount is not.
Payment type mapping matters: Mapping different payment types to different Xero accounts (for example, separating cash from EFTPOS/card payments) makes reconciliation far easier.
Additional Xero entries are expected: When Windcave is used, you may see additional accounting entries in Xero. This does not indicate an error if mappings are configured correctly.
💡 What this article covers
This article explains how payments made using the Windcave payment integration appear in Xero and why certain accounting outcomes occur.
It is intended as a detailed reference for:
workshop owners
accountants
support teams
Axel (AI‑assisted support)
This article assumes:
Windcave is already configured in Auxo Workshop
Xero is connected
Account Mapping has been completed
For setup guidance, refer to the main Windcave payment integration article and the Xero Account Mapping and Reconciliation articles.
🔄 How Windcave payments differ from standard payments
Windcave introduces behaviour that operates at the payment level rather than the invoice level.
In particular:
Surcharges are charged when the payment is processed, not when the invoice is created.
Cash‑out changes how much cash the workshop actually receives, without changing the invoice value.
Some Windcave activity therefore requires separate accounting entries so totals remain accurate.
This behaviour is intentional and expected.
💸 Payment surcharges in Xero
When a surcharge is applied:
The customer pays the invoice amount plus an additional fee.
The invoice total itself is not changed.
The surcharge is recorded separately from the payment.
In Xero:
A separate accounting entry is created for the surcharge.
This entry uses the Surcharge mapping configured in Auxo Workshop → Xero Add‑On → Account Mapping → Payments.
The surcharge appears independently from the invoice and payment values.
This ensures invoices remain accurate while surcharge fees are visible and traceable.
💵 Cash‑out and its impact on Xero
Cash‑out allows a customer to receive cash directly from the terminal.
Important points about cash‑out:
Cash‑out does not increase the invoice amount.
Cash‑out is paid directly to the customer.
Cash‑out reduces the amount of cash received by the workshop.
Because of this:
Cash‑out affects cash balances rather than invoice balances.
Mixing cash‑out with EFTPOS or card settlement accounts can cause reconciliation confusion.
Best practice is to map cash‑based payment methods to a dedicated cash clearing or bank account.
🧾 Prepayments and Windcave
Prepayments are payments taken before a job is invoiced.
When using Windcave:
Prepayments rely on correct payment‑method and prepayment mappings in Xero Account Mapping.
Missing or incorrect mappings can result in posting errors.
Once the job is invoiced, the prepayment is applied to the invoice as usual.
If a Windcave prepayment fails to post to Xero, the first thing to check is the relevant account mappings.
🔁 Refunds and reversals
When refunding a Windcave payment from Auxo Workshop:
The amount applied to the invoice is refunded.
The full surcharge amount associated with that payment is also refunded.
The cash‑out amount is not refunded.
This is because cash‑out was already provided directly to the customer.
In Xero:
Reversal entries are created for the refunded amount and surcharge.
No reversal is created for cash‑out.
This behaviour is expected.
📊 What to expect in Xero
When reviewing Xero transactions related to Windcave, you may see:
Separate entries for payment surcharges.
Manual journal entries associated with Windcave activity.
Clearing account balances that reflect cash‑out reductions.
Different posting behaviour depending on payment‑method mapping.
These outcomes are normal when account mapping aligns to how funds are settled.
⚠️ Common scenarios and what they mean
Extra entries for surcharges: Expected when surcharges are enabled and mapped.
Clearing account not matching deposits: Often caused by mixing payment types or cash‑out with EFTPOS settlements.
Refund totals lower than expected: Cash‑out is not refunded.
Errors posting payments to Xero: Usually indicates missing or incorrect mappings.
✅ Summary
Windcave introduces payment‑level behaviour that requires careful configuration but delivers accurate accounting outcomes when set up correctly.
To avoid reconciliation issues:
Map payment types thoughtfully.
Separate cash from EFTPOS/card settlements.
Configure the Surcharge mapping.
Expect additional Xero entries when Windcave is used.