🧭 Overview
When setting up the Xero integration in Auxo Workshop, you’ll need to complete the Account Mapping process. This step links various figures, such as discounts, payments, inventory movements and sales codes, to your account codes in Xero.
The Account Mapping settings are located in the Xero Configuration screen by going to Add-Ons in the Side Menu and click Configure on the Xero Accounting tile.
⚠️Important: Confirm your account mapping settings with your accountant to ensure you select the correct Xero account codes.
All mapping fields must be completed to avoid integration errors.
💡Tip - Take screenshots of the Account Mapping tabs and email them to your accountant so they can review the required codes.
Account Mapping Settings
🔘 Buttons at the top of Account Mapping
Tt the top of the Account Mapping section are the following buttons:
Refresh Accounts: Pulls the latest chart of accounts from your connected Xero organisation so new or edited accounts are available in the mapping lists.
Default Mapping: Applies a recommended baseline mapping and creates new Xero accounts where required. Use this only if you are new to Xero and do not already have a chart configured. If you already use established accounts, map manually to link your existing codes.
⚠️Important: Default Mapping should only be used if you are new to Xero. It will create new account codes in Xero. If you have existing codes, map manually instead.
When using Default Mapping, Prepayment and Bank Account mapping must still be entered manually.
New Account: Creates a new Xero account directly from the setup screen if you need an account that doesn’t yet exist.
➕ Adding a New Account
You can create a new Xero account without logging into Xero:
Click + New Account
Enter the required details and save
The new account will appear in the mapping list so you can assign it immediately
📝Note: you cannot create Xero accounts that have the same Account Name as an existing Xero account
Tabs in Account Mapping
Settings are grouped into tabs for clarity. Each tab lists the fields you need to map and explains what they do.
📑 General tab
Outwork Sales: Posts revenue for third-party services billed via purchase orders (e.g., radiator repair or disc machining). Outwork lines have no part number.
Selector shows Revenue type codes.Rounding Adjustments: Used to ensure totals match the Xero transaction created. Recommended to link to Xero’s rounding account.
Selector shows Current Liability type codes.Freight Expense: Freight expenses that are entered directly into purchase orders.
Selector shows Expense type codes.Freight Sales: Freight charged to customers on jobs, and as such is categorised as income.
Selector shows Revenue type codes.
💳 Payments tab
Default Payments: Used for any payment methods that do not have a specific code assigned below.
Typically mapped to a bank account or a payment clearing account.
Selector shows codes with payments enabled.Payment Methods: Add mappings only if you want certain payment types to post to different accounts.
Steps:Click + New Method
Select a payment type (set up in Settings → System Configuration)
Choose the Xero account (bank account or clearing account)
Repeat for any other payment types you want to map
If a payment type is not listed, it uses Default Payments.
Prepayment/Deposit: Job deposits post to the nominated bank account and are assigned to the Auxo invoice once invoiced.
Selector shows Prepayments GL code (included in most Xero charts).
Bank Account Code: The default bank account where deposits are recorded. Deposits post to this account in Xero as direct payments.
Discounts: Global discounts applied at job or payment level post to this account. These types of discounts are not applied to individual line items and simply reduce the invoice total.
Selector shows Revenue type codes.Surcharge: Used to map payment surcharges applied at the time of payment. This mapping is required when surcharges are charged on payments (for example, when using the Windcave payment integration) and is used to create separate accounting entries for those fees.
📦 Parts tab
Default Parts Sales: Revenue for parts sold (excluding Outwork). This is used for any part whose category doesn't have its own Sales account set in the table below.
Selector shows Revenue type codes.Default Cost of Goods Sold: The Cost of Goods Sold account tracks job costs when a job is invoiced. The system reverses stock on hand and work in progress costs, transferring them to this account. Labour costs are not included in this Xero manual journal, as they are accounted for separately in wages. This is used for any part whose category doesn't have its own Cost of Goods Sold account set in the table below.
Selector shows Expense type codes.
Setting different Sales and Cost of Goods Sold accounts by Part Category: If you want certain part categories, like Tyres or Batteries, to post to their own Xero accounts instead of the defaults above, set this up in the table underneath the two default fields.
🧪 Beta Release: This change is currently in beta testing and is only available to select customers included in the beta. It will proceed to full release pending beta feedback.
Click New Category to add a row.
Choose the Part Category for that row.
Choose the Sales account, the Cost of Goods Sold account, or both. Any account left set to Default will use the Default Parts Sales or Default Cost of Goods Sold account instead.
Repeat for any other categories you want to set up differently.
Click Save once you're done. Changes to this table aren't kept until you save them.
💡 Tip: A category can only appear in the table once. After you've added a category, you won't be able to select it again in another row.
⚠️ Important: If you add a category but leave both its Sales and Cost of Goods Sold accounts set to Default, you'll see a message saying "This field is required." This means you need to set at least one of the two accounts, not that the category itself is invalid.
Removing a category from the table: Click the bin icon next to a row, then click Save to confirm the removal. If you leave the page without saving, the row will still be there next time you come back.
Stock Adjustments: Expense account for stock variances or write-offs. All parts stock adjustments including stocktake adjustments will post to this account code in Xero. Stock adjustments will create a Manual Journal in Xero to the Inventory (stock on Hand) code and the Stock Adjustments (DirectCost) code.
Selector shows Expense type codes.Stock on Hand: Inventory asset value for parts. When parts are ordered for stock, the supplier's bill created by Auxo in Xero will increase this account. This account should be regularly reconciled with the Auxo stock valuation report to ensure accurate inventory reporting.
Selector shows Asset type codes.Work in Progress (WIP): The cost value of purchase order items ordered directly to jobs. This excludes labour and parts taken from stock for jobs.
Selector shows Asset type codes.
🛠 Labour tab
Labour Sales: Revenue for technician labour.
Selector shows Revenue type codes.
🔗 Related Setup
Complete Account Mapping before moving to Xero Setup – 3. Configure Contacts, Tax Rates & Sync Settings
For planning guidance, see Getting Ready for Xero Integration: Guidance for Customers and Accountants