Each customer and supplier in Auxo Workshop can be linked to one contact in Xero. That link decides which Xero contact receives the customer's details, invoices, credit notes and deposits. You can see the link on the contact's details page, and fix it if it points to the wrong Xero contact.
📝 Note: The Xero Integration card only shows when your workshop is connected to Xero. See Xero Setup - 1. Activate & Connect.
👀 Checking a contact's Xero link
Click Contacts in the side menu, then open the customer or supplier from the Customers or Suppliers list.
Find the Xero Integration card on the right of the page. It shows one of two statuses:
Linked on DD/MM/YYYY: The contact is linked to Xero. The date is when the link was made. Click Open in Xero to open the linked contact in Xero in a new tab.
Not linked: The contact isn't linked to a Xero contact.
If the Xero contact was merged into another contact in Xero, the card still shows Linked on, and Open in Xero opens the contact it was merged into.
The ⋯ menu on the card isn't available for archived customers.
💡 Tip: If you've just created a customer or supplier and can't see the Xero Integration card, refresh the page.
🤝 Linking a contact to Xero
On the Xero Integration card, click the ⋯ icon and select Link to Xero.
The Link Customer to Xero (or Link Supplier to Xero) window opens.
If Auxo Workshop finds a matching Xero contact with the same name (and phone number, if one is saved), it's shown and already selected for you. Check it's the right contact, then click Save.
If there's no match, you'll see "No suggested Xero contact found, search Xero to find one."
To find a different contact, type in the Search Xero contacts box, then press Enter or click the search icon.
You can search by name or email address. Phone numbers can't be searched.
If there are more results than shown, click View More at the bottom of the list.
Click the contact you want, then click Save.
You'll see "Customer linked to Xero successfully." (or "Supplier linked to Xero successfully.") and the card updates to Linked on with today's date.
Contacts you can't select
Already linked: The Xero contact is linked to another customer or supplier in Auxo Workshop. Each Xero contact can only be linked to one.
Archived: The contact is archived in Xero. Restore it in Xero first if you want to link to it.
If something changed in Xero while the window was open, you may see a red message when you click Save, for example "The Xero contact is archived in Xero." or "The Xero contact is already mapped to another customer." Choose a different contact, or fix the contact in Xero and try again.
📤 What happens after linking
Linking doesn't send anything to Xero straight away.
The next time you change and save the contact in Auxo Workshop, its details are sent to the linked Xero contact and replace what Xero holds. This includes the name, email address, phone numbers, GST number and addresses.
After that, changes flow both ways, as explained in Xero Data Flow.
⚠️ Important: Before you save the contact, check its details in Auxo Workshop are complete. A phone number that's blank in Auxo Workshop is cleared from the Xero contact.
Invoices, credit notes and deposits already in Xero
They stay on the Xero contact they were sent to.
If you edit one of these invoices or credit notes in Auxo Workshop, the update is sent with the newly linked Xero contact. Xero may refuse the change for some invoices, for example paid ones. You'll then see an Invoice Data Sync notification with Xero's reason.
Deposits already in Xero don't move. Only deposits taken after linking use the new contact.
If older invoices need to move to the correct Xero contact, check with your accountant before editing them.
✂️ Unlinking a contact from Xero
On the Xero Integration card, click the ⋯ icon and select Unlink From Xero.
Click Yes, I want to proceed. to confirm, or Cancel to keep the link.
You'll see "Customer unlinked from Xero successfully." (or "Supplier unlinked from Xero successfully.") and the card changes to Not linked.
Unlinking only removes the link in Auxo Workshop. Nothing is changed or deleted in Xero.
⚠️ Important: An unlinked contact doesn't stay unlinked. The next time the contact is saved or restored, or an invoice, credit note or deposit is created for them, Auxo Workshop looks for an active Xero contact with the same name and links to it. If there isn't one, the contact is sent to Xero, which usually creates a new contact. If you're unlinking to fix a wrong link, link the correct contact straight away.
🔄 Fixing a contact linked to the wrong Xero contact
You can't switch a linked contact straight to a different Xero contact. Unlink it first, then link the correct one.
Click Open in Xero on the Xero Integration card to check which Xero contact it's linked to.
Click the ⋯ icon, select Unlink From Xero and confirm.
Click the ⋯ icon again, select Link to Xero, choose the correct contact and click Save.
Check the contact's details in Auxo Workshop, then make a change and save so the correct details are sent to Xero.