Setting Up Accounting Integrations in Workshop Software

Workshop Software integrates with accounting packages like Xero, MYOB, and QuickBooks to automatically sync invoices, payments, customers, and suppliers. This guide covers how to connect your accounting software, map your accounts, and set up custom account mappings using product groups.

Before You Integrate

Prepare your data before turning on the integration to avoid duplicates and sync issues.

1. Check for duplicate contacts. If the same customer or supplier exists in both Workshop Software and your accounting software, you will end up with duplicates. Delete or archive one copy in either platform before integrating.
2. Check for duplicate invoices. Make sure the same invoice does not exist in both systems. Invoices in Workshop Software will be sent to your accounting software when they are processed.
3. Consider booking a complimentary onboarding session with the Workshop Software team to get help with the setup.

What Syncs Between Workshop Software and Your Accounting Software

• From Workshop Software to accounting: Processed customer invoices, processed customer payments, processed supplier invoices, processed supplier payments, new customers, and new suppliers.
• From accounting to Workshop Software: Existing customers and suppliers are pulled down. Some integrations also bring payments back — check the help article for your specific accounting software.
• Does NOT sync: Bookings and supplier orders do not sync. Invoices created in your accounting software do not come down to Workshop Software. Changes made in your accounting software do not sync back.

Step 1: Connect Your Accounting Software

1. Go to Integrations > Accounting. The available integrations depend on your region.
2. Select your accounting software (e.g. Xero, MYOB, QuickBooks) and press Authorize.
3. Read the disclaimer carefully, then press Continue.
4. Follow the prompts from your accounting software. You may need to select an organisation and press Allow Access.

Step 2: Map Your Accounts

Account mapping tells Workshop Software where to post each type of transaction in your accounting software.

1. Customer Default: Select whether the majority of imported customers are Cash on Delivery (pay immediately) or Account (pay later with terms).
2. Sales Accounts: Select the account for each product type (parts, labour, consumables, etc.). If you use one sales account for everything, select the same account for all dropdowns.
3. Credit Account: Where customer credits are held — typically the same as your stock account.
4. Refund Account: Where refunds come from — typically a bank account.
5. Purchase Accounts: Select your purchasing or cost of goods sold account. Select a freight account (some workshops use cost of goods sold for freight too). The supplier credit account is typically the same as the supplier invoice account.
6. Payment Accounts: Select the account customers pay into and the account you pay suppliers from — these are typically bank accounts.
7. Tax Type: Select your sales tax types (e.g. GST on Income, GST on Expenses). If a GST-free dropdown is shown, make sure you select the correct GST-free accounts.
8. Press Save.

Step 3: Finalise the Integration

1. Press the Lightning icon and select Sync followed by your accounting software name.
2. Enter your email address — you will only receive an email if there is an error. No email means no errors were found.
3. If you receive an error report and it is not clear how to resolve it, contact Workshop Software support.
4. Customers, suppliers, and invoices begin syncing almost immediately. In busy periods, it may take up to an hour or overnight.

Setting Up Custom Account Mappings with Product Groups

If you need certain products to go to a different account than their product type default (e.g. air conditioning parts to a specific revenue account), use product groups.

1. Go to Settings > Company Lists.
2. Scroll to Product Groups. Your accounting software accounts appear as columns.
3. Press Edit on a group and select the specific account it should map to.
4. To assign a product to a group, open the product in the Products page and select the group from the dropdown.
5. Products assigned to a group with a custom mapping will use that mapping instead of the default product type mapping.
6. Groups without a custom mapping will continue to use the standard product type mapping.

Enabling Purchase Account Mapping by Group

1. Go to Integrations > Accounting.
2. Turn on the option to break down purchases by product type (available for some accounting software).
3. Press Save.
4. A new purchase column appears in the Product Groups section of Company Lists, allowing you to map purchase accounts per group.

FAQ

Will invoices I created in my accounting software appear in Workshop Software?
No. Invoices only sync one way — from Workshop Software to your accounting software. Only customers, suppliers, and (for some integrations) payments come back.

What happens if I have the same customer in both systems?
You will end up with duplicate contacts. Clean up duplicates before integrating by deleting or archiving one copy in either platform.

Can I change the account mapping after setup?
Yes. Go to Integrations > Accounting to update your mappings at any time. However, changes only affect future transactions — previously synced transactions are not re-mapped.

What if I don’t receive an error email after syncing?
That means the integration completed without errors. You should start seeing your data sync shortly.

Related Articles

• How to Integrate Xero
• How to Integrate MYOB
• Supplier Workflow: Orders, Invoices, and Payments
• Customer Workflow: From Booking to Invoice to Payment