Xero / Auxo Data Flow
Auxo | Data Flow | Xero |
New Customers | → | New Customers |
Synced Customer Data | ↔ | Synced Customer Data |
Invoices | → | Invoices |
Invoice Credits | ↔ | Invoice Credits |
Customer Invoice Payments | ↔ | Customer Invoice Payments |
Purchase Orders | → | Bills |
Contact Data
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 created and managed throughout their lifecycle. Once a job is completed, with all charges and details entered, it is invoiced. The invoiced job is then uploaded to Xero as an authorised invoice awaiting payment.
During this process, a Xero manual journal is created to account for the cost of goods sold (COGS) and to adjust inventory by reducing stock on hand or work-in-progress orders.
Important Points
Edits in Xero do not update the Auxo invoice.
Changes made in Xero that alter the invoice total can impact the Paid/Unpaid status in Auxo Workshop as the totals will be out of sync
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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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
When a purchase order is finalised in Auxo Workshop, a corresponding bill is automatically created in Xero. This automation ensures accurate financial tracking while reducing manual entry errors.
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.
Stock Adjustments
All stock adjustments, including stocktake adjustments, will generate a manual journal in Xero, affecting the Stock on Hand and Stock Adjustment accounts. Example below:
