Entering Payments on a Job or Invoice

Find and open the Job from the Diary, Job List or Invoice List
You will find the payment option at the bottom of the Job Maintenance screen - shown below:
Click Select Payment Method and add the amounts your customer has paid against the relevant payment type.
The Amount Due is shown at the top of the payment screen so you can always see the total outstanding balance. As you enter amounts, the Max value shown for each payment method adjusts to reflect the remaining amount that can be allocated.
If required you can enter a specific Payment Date in the date field provided
- 📝Note: you can only enter the date once for each time you submit a payment, if you have several payments to enter, for different dates, submit them one at a time
Then click Submit Payment:

🔥Tip: You can even submit a payment before the invoice is generated, this is what we call a Prepayment.

💰 Customer overpayments

Auxo Workshop tracks payments against individual invoices and their remaining balance. It does not track a customer’s overall account balance.

Because of this, payments can only be entered up to the total value of the invoice. Customer overpayments or on‑account credit are not supported in Auxo Workshop.

If a customer pays more than the invoice amount:

Enter the payment for the invoice total only: This clears the invoice in Auxo Workshop.
Handle the remaining amount outside Auxo Workshop: This may include refunding the difference or managing the customer’s balance in your accounting system.

Entering Payments through Xero

If your Auxo Workshop is integrated with Xero, you can enter payments against invoices directly in Xero and this will be synched with Auxo Workshop.

Read Xero's guide on entering payments for invoices here: https://central.xero.com/s/article/Record-payment-of-a-sales-invoice

Viewing Payments on a Job or Invoice

When a job or invoice has a payment against it, you can view details of the payment by clicking the little arrow next to the amount due:

Viewing Payments Entered in Xero

When viewing the invoice in Auxo Workshop, the payment details will show "[Xero]" as a clickable link that will take you directly to the appropriate transaction in Xero:

For detailed reporting on payments, see: Payments Received Report

How to Delete or Remove a Payment

If you need to remove, delete, or undo a payment because of an error, follow these steps…

Open the job/invoice
Expand the details in the "Amount Due" section at the bottom
Mouse over the payment amount of the payment you wish to remove
Click the delete (rubbish bin) icon

This will also remove the payment from the respective job / invoice in Xero.

⚠️Important: Deleting a Prepayment (a payment entered before the invoice was generated) will not automatically remove the prepayment from Xero due to limitations in the Xero integration.

💳 Credit Card Surcharges

When a customer pays by card and a surcharge applies, Auxo Workshop does not automatically calculate or apply the surcharge unless an EFTPOS integration is active. For workshops without an EFTPOS integration, the surcharge is handled entirely at the terminal level and does not flow into Auxo Workshop automatically.

There are two approaches workshops commonly use to record surcharges manually:

Add a sundry line to the invoice: Add the surcharge as a non-stock part or sundry line on the job before invoicing, so it appears on the invoice the customer receives and is included in the invoice total
Record the surcharge in Xero: Leave the Auxo Workshop invoice unchanged and account for the surcharge directly in Xero at the end of a period using your merchant settlement report as the source

See Managing card payment surcharges in Auxo Workshop for full detail on both options, including how payment methods and Xero account mapping can be used to separate surcharge amounts for cleaner reconciliation.

📝 Note: Payments in Auxo Workshop can only be entered up to the total value of the invoice. If using the invoice line approach for surcharges, ensure the surcharge line is added to the job before any payments are entered.

⚠️ Important: We are unable to provide tax advice. Please consult your accountant or tax advisor on the correct treatment of surcharges for your setup, including any GST obligations. For reference, the following links may be helpful: