Xero / Auxo Data Flow
📌 Key point: How to read this table
The arrows show the direction of data sync between Auxo and Xero.
• → means data flows one way.
• ↔ means data flows both ways.
For example, Customer invoice payments sync in both directions — payments entered in Auxo appear in Xero, and payments entered in Xero appear in Auxo after sync. Enter the payment in one system only to avoid duplicates.
Auxo | Data Flow | Xero |
New Customers | → | New Customers |
Synced Customer Data | ↔ | Synced Customer Data |
Invoices | → | Xero Invoices (and manual inventory journals if enabled in sync settings) |
Invoice Credits | ↔ | Invoice Credits |
Customer Invoice Payments | ↔ | Customer Invoice Payments |
Purchase Orders | → | Xero Bills (only if enabled in Sync Settings) |
Stock Adjustments | → | Xero Manual Journals (COGS & Stock on Hand, only if enabled in Sync Settings) |
Purchase Orders and Inventory Journals only sync if enabled in Sync Settings
🔁 Customers and Suppliers
Auxo should be considered the master database for customer and supplier data, any new customers/suppliers created are uploaded to Xero. Once a customer/supplier is uploaded to Xero it has been synced between the products, any changes made in Xero will also update Auxo data and vice versa.
If you already have data in both Auxo and Xero and don’t want to perform a data import, don’t worry—Auxo will automatically attempt to match customers and suppliers to existing Xero contacts. It does this by matching the name and either the phone number or email address.
📝 Note: Email addresses will not be removed from Xero when there is no email address in Auxo Workshop.
🧾 Invoices
In Auxo Workshop, jobs are completed and invoiced. The invoice posts to Xero as an authorised invoice awaiting payment.
The Invoice Date in Auxo Workshop aligns with the Invoice Date in Xero
The vehicle registration is added to the Reference field on the Xero invoice
COGS and Stock on Hand on invoice
When you post an invoice, Xero can receive manual journals that recognise cost of goods sold and adjust Stock on Hand or Work in Progress.
These journals are created only when Create Inventory Journals (COGS & Stock on Hand) is enabled in Sync Settings
Journal amounts are based on the Average Cost of the part
Important Points
Editing an Invoice in Xero will not update the Auxo invoice accurately
We strongly recommend you do not make changes in Xero that alter the invoice total. This can impact the Paid/Unpaid status in Auxo Workshop as the totals will be out of sync and cause errors when trying to enter the payment in Auxo Workshop.
Line items added to an invoice Xero will not be added in Auxo Workshop, instead an adjustment line may display in Auxo Workshop to balance the difference in the totals:
An Auxo Workshop invoice can be edited until a payment or credit has been matched to it.
Invoice numbers must be unique - if you're creating invoices in both Auxo and Xero you may receive a sync error in Auxo Workshop if the invoice number generated had already been used in Xero
Freight & Discounts will display in Auxo with GST exclusive values (even when the invoicing in Inclusive mode) but in Xero it will show GST inclusive figures. Invoice and GST totals will match, the difference is just the GST basis of these specific values displayed on screen. Example (1) is Auxo, (2) is Xero):
Invoice Credits
Invoice credits should be done in Auxo as they upload to Xero. A Xero credit will not be downloaded into Auxo, but if the Xero credit is matched to a Auxo invoice this will reduce the invoice balance (In Auxo).
Example of a Xero created Credit Note reducing the Auxo invoice balance.
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💳 Customer Payments
Payments to invoices can be processed in either AUXO or Xero. Job deposits and invoice payments made in Auxo Workshop are posted to Xero immediately.
⚠️We recommend using a payment clearing account to manage payments
Purchase Orders / Bills
Purchase orders created in Auxo Workshop can be sent to Xero as bills.
If freight charges are added to the purchase order, they are also included in the Xero bill for precise cost allocation.
Purchase orders for stock (inventory) are coded to the Stock on Hand account, while those for jobs are coded to the Work in Progress account.
This only happens if Send Purchase Orders to Xero is enabled in Sync Settings.
Stock Adjustments
All stock adjustments, including stocktake adjustments, will generate a manual journal in Xero, affecting the Stock on Hand and Stock Adjustment accounts.
These journals are only created when "Create Inventory Journals (COGS & Stock on Hand)" is enabled in Sync Settings.
Example below:
