Connect Workshop Mate and Xero
for a Complete Mechanical Workshop Management Solution

Xero-and-WSM-Banner

Simplify Your Workshops Accounting

With Xero and Workshop Mate you have a complete business system that handles all your everyday workshop management and accounting.
You can sync:
  • Items – Parts, Consumable, Service, Kits, Sublets, Prescribed Parts
  • Purchase Orders
  • Invoices
  • Purchase Payments
  • Invoice Payments
  • Adjustments
  • Customers & Suppliers
For more information about Xero visit www.xero.com.au

What Is Xero?

Xero is easy to use online accounting software that’s designed specifically for small businesses.

  • It’s all online, so you can work when and where you want to. Just login with your PC, Mac or mobile.
  • Your bank statements are automatically imported and categorized, letting you see your cashflow in real-time.
  • Invite your team and work together on financials. You can collaborate over your up-to-date numbers.
  • Xero has all you need to run your business – including invoicing, paying bills, sales tax returns, reporting and much more.

Find out more or try Xero Accounting Software for free.

Setup Connection between Workshop Mate and Xero

Connecting your Workshop Mate Company to your Xero Organization can be done in three easy steps:

  • To autenticate your Xero Organization with Workshop Mate, login to your Workshop Mate account > Settings > Xero > Connect to Xero.
  • When requested, you will be presented with this page. Enter in your details and press the Login button.

  • Once logged in, you will be requested to Authorize the Workshop Mate application. Select the Organization you wish to use, then press the Authorise button.

  • And that’s it! Your Xero Organization is now connected to Workshop Mate. If you ever unauthorize your account, you will need to reauthorize it again by clicking Authorize on the prompt that shows up when requested.

For Workshop Mate to synchronizing payments with your Xero Organization, it requires the Accounts that your Xero Organization uses for its payments.

This is configured by the Xero Mapping.

  • To setup the Xero Mapping go to Settings > Xero > Xero Mapping

    Click here for detailed information on Account and Tax Rate Mapping

  • Workshop Mate is able to create default accounts for you if requested. It will create 4 accounts:
    • Bank Account Workshop Mate (Bank Account, Code 10)
    • Sales Account Workshop Mate (Sales Account, Code 200)
    • Expense Account Workshop Mate (Expense Account, Code 300)
    • Inventory Stock On Hand Workshop Mate (Current Asset Account, Code 600)

    It is recommended to use Workshop Mate Xero Accounts, but it is not required.

  • Brand new Xero Organizations by default do not contain a valid Bank Account, which is necessary for payments. Workshop Mate is able to generate a Bank
    Account (and other default ) for you automatically by clicking Click here


  • Once you have successfully mapped every required account type to your Xero Organization Accounts by clicking the “Save Changes” button [1], you are able to access the “Sync Now” [2] button which will redirect you to the next part of the process.

    Note: If you wish, you are able to detach Workshop Mate from your Xero Organization by clicking the “Unauthorize” button [3]. To continue using Xero Sync, you will need to reauthorize your account again.


Once Workshop Mate is able to access your Xero Organization and knows which Xero Accounts to use for transactions, you are able to synchronize transactions. Go to Settings > Xero > Sync Now

  • At the Xero Sync page, you are required to indicate the date up to which transactions are synchronized. By default, the current day is selected. Press “Sync Now” when you wish to start the process.


  • Once the Sync process is started, the Status should change to “Syncing”.
  • Below the Status will be periodic status updates of the Sync process, displaying the amount of records synchronized.
  • At the end of the Synchronization process, a status report will appear, indicating the number of records synchronized, along with any possible errors.


  • If there are no errors, then your Xero Organization has successfully retrieved your payment information from Workshop Mate.
  • If there are errors, you will need to read the error messages in order to fix them and allow the payment information to synchronize successfully. More details on the error messages can be found below.

Watch how to sync Workshop Mate to Xero

Account and Tax Rate Mapping Details

Workshop Mate requires you to state which of your Xero Organization’s Accounts to use for synchronizing transactions.

Accounts

Account Name Mapping Account Type Description

Receipts from Customers

Payments to Suppliers

Cash Transactions

Customer Credit Card Transactions

Supplier Credit Card Transactions

Bank Account or Enable Payments = true

Account that Customer Invoices pay into

Account that Supplier Purchase Orders pay from

Account that Cash Transactions use

Account that Customer Credit Card Transactions use

Account that Supplier Credit Card Transactions use

Parts for Jobs/Sales

Services for Jobs/Sales

Freight for Jobs/Sales

Sale or Revenue Account

Account that records Part Sales income

Account that records Service Sales income

Account that records Freight Sales income

Parts Purchases for Purchase Orders

Freight for Purchase Orders

Expense or Direct Costs Account

Account that records Part Purchases expenses

Account that records Freight Purchases expenses

Track Value of Inventory Stock on Hand

Indicates if the Company tracks value of inventory stock on hand

Inventory Stock on Hand

Current Asset Account

Note: Not Mapping Inventory Account

Account that records Parts Inventory

Do NOT enable Xero tracked inventory

Inventory Adjustments

Expense or Direct Costs Account

Account that records the lost of adjustment

If a suitable Bank Account is not available for use, then Workshop Mate is capable of creating a new Bank Account for use. Please take note that this Bank Account initially has false bank details and will require you to set your real bank account details in the future.

Tax Rates

Tax Rate Type Requirements Description

Sales Tax Type

Purchases Tax Type

Effective Tax Rate > 0

Tax Rate Type that Sales with GST use

Tax Rate Type that Purchases with GST use

Sales GST Free Tax Type

Purchases GST Free Tax Type

Effective Tax Rate = 0

Tax Rate Type that Sales without GST use

Tax Rate Type that Purchases without GST use

Synchronization Details

What Xero Synchronization Does

Xero Synchronization synchronizes Workshop Mate’s Customers, Suppliers, Invoice Receives, Purchase Order Payments and Adjustments with Xero.

Data Flow Diagram

Workshop Mate Software
XERO

Customers
Contacts – Customers
Suppliers
Contacts – Suppliers
Parts
Inventory
Inventory Adjustments
Inventory Quantities
Invoices – Unpaid
Invoice – Status: “Awaiting Payment”
Invoices – Partially Paid
Invoice – Status: “Awaiting Payment”
Invoices – Fully Paid
Invoice – Status: “Paid”
Invoice Payments
Payment
Purchase Orders – Unpaid
Bill – Status: “Awaiting payment”
Purchase Orders – Partially Paid
Bill – Status: “Awaiting payment”
Purchase Orders – Fully Paid
Bill – Status: “Paid”
PO Payments
Payment

Customers

  • Workshop Mate’s Customers will be exported to Xero
  • Updated Customer details will also update in Xero
  • Xero’s Customers will never update Workshop Mate’s Customers

Suppliers

  • Workshop Mate’s Suppliers will be exported to Xero
  • Updated Suppliers details will also update in Xero
  • Xero’s Suppliers will never update Workshop Mate’s Suppliers

Parts

  • Workshop Mate’s Parts will be exported to Xero
  • Updated Part details will also update in Xero

Invoices

  • Workshop Mate’s Invoices will be exported to Xero
  • Xero’s Invoices will never update Workshop Mate’s Invoices
  • Workshop Mate’s synchronized invoices cannot be modified, but can be cancelled.

Invoices Payments

  • Workshop Mate’s Invoice Receipts will be exported to Xero
  • Xero’s Invoice Receipts will never update Workshop Mate’s Invoice Receipts
  • Workshop Mate’s synchronized Invoices cannot be modified, but can be cancelled.
  • Customers which pay not using Cash or Credit Cards will use the “Receipts from Customers” Account
  • Customers which pay using Cash will instead use the “Cash Transactions” Account
  • Customers which pay using a Credit Card will instead use the “Customer Credit Card Transactions” Account
  • Part Sales will use the “Part Sales” Account
  • Service Sales will use the “Service Sales” Account
  • Freight Costs will use the “Freight Sales” Account

Purchase Order

  • Workshop Mate’s Purchase Orders will be exported to Xero
  • Xero’s Purchase Orders will never update Workshop Mate’s Invoices
  • Workshop Mate’s synchronized Purchase Orders cannot be modified, but can be cancelled.

Purchase Order Receipts

  • Workshop Mate’s Purchase Order Receipts will be exported to Xero
  • Xero’s Purchase Order Receipts will never update Workshop Mate’s Purchase Order Receipts
  • Workshop Mate’s synchronized Receipts cannot be modified, but can be cancelled.
  • Payments to Suppliers not using Cash or Credit Cards will use the “Payments to Suppliers” Account
  • Payments to Suppliers using Cash will use the “Cash Transactions” Account
  • Payments to Suppliers using a Credit Card will use the “Supplier Credit Card Transactions” Account
  • Parts Purchases will use the “Parts Purchases” Account
  • Freight on Purchases will use the “Freight for Purchase Orders” Account

Inventory Tracking

  • If Inventory is tracked, then it will be recorded into the “Inventory Stock on Hand” Account

Adjustments

  • Workshop Mate’s Adjustments will be exported to Xero as a Manual Journal

FAQ

Synchronization is done in batches of 20 records. If a single record in those 20 fail, then the whole batch is skipped even though some records in that batch can be synchronized successfully.

A single Invoice Payment may contain up to two different transactions, causing two different identifiers to show up in the Error Grid but only counts as a single Invoice Payment in the Status Table.

consumer_key_unknown
Error: The Consumer Key Code is incorrect
Solution: Ensure that the code from your Xero Application is the same as in Workshop Mate.

signature_invalid
Error: The Consumer Secret Code is incorrect
Solution: Ensure that the code from your Xero Application is the same as in Workshop Mate.

Customer
Error: Email address must be valid
Solution: The Customer email must match the format xxx@yyy

Supplier
Error: Email address must be valid
Solution: The Supplier email must match the format xxx@yyy

Invoice
Error: You have reached the limit of invoices you can approve.
Solution: You are using a Xero Trial Account which has a maximum of 5 invoices allowed. You must upgrade your Xero account to use more.

Invoice Payment
Error: Document could not be found
Solution: The related Job/Sale’s Invoice has not been synchronized to Xero.

Invoice Payment
Error: The specified bank account details does match a known bank account.
Solution: The selected Payment Account is not valid for accepting payments. Please select a Bank or other valid Account.

Invoice
Error: Invoice not of valid status for modification
Solution: An already paid-for invoice is being attempted to be changed. This is an illegal operation.

Invoice
Error: Invoice not of valid status for modification This document cannot be edited as it has a payment or credit note allocated to it
Solution: An already paid-for invoice is being attempted to be changed. This is an illegal operation.

Purchase Order
Error: This document cannot be edited as it has a payment or credit note allocated to it.
Solution: An already paid-for receipt is being attempted to be changed. This is an illegal operation.

Purchase Order Receipt
Error: An existing contact could not be found using the specified contact details. The contact name field is required to create a new contact.
Solution: The related Customer has not been synced.