Knowledge Base

Xero

Benefit from the full power of Workhorse and cut down on your double-keying by integrating Workhorse with your Xero account.

In this article you’ll find:

Note:

Xero also has useful documentation on importing data to their system from Workhorse. See https://central.xero.com/s/article/Import-data-in-to-Xero

Data Flows

Once you connect to Xero and complete the initial synchronisation of data between Workhorse and Xero, Workhorse becomes the primary tool for invoicing, purchasing, and managing your inventory. Once records are saved in Workhorse, we’ll send the data to Xero. Here’s how modules in Workhorse sync with features in Xero:

Invoices Invoices
Credits Invoices
Purchase Orders Purchase Orders or Bills
Products, Kits, and Assemblies Items
Customers/Suppliers Contacts
Tax Rates Tax Rates

How fields and records sync between Workhorse and Xero

Invoices

Workhorse to Xero

Invoices in Workhorse are automatically synced to Xero when the Invoice status is changed to Sent and the record is saved. The Xero Invoice and Xero Ref fields will be auto-filled and you’ll be able to view the invoice in Xero.

Xero to Workhorse

Invoices do not flow from Xero to Workhorse however payment details are pulled from Xero for any Invoices in Workhorse that aren’t already marked as Paid. The Workhorse Invoice Status is then updated to Paid or Part Paid and the amount paid will be recorded in the Total Paid field.

The fields that sync between Workhorse and Xero are:

Invoice Number Ref
Product Item Code
Quantity Quantity
Discount Disc %
Line Total Amount
Tax Rate Tax Rate
Total Paid Total Paid
Exchange Rate
Fully Paid Date

Credits

Note:

Credits in Workhorse correspond to invoices in Xero.

Workhorse to Xero

Credits in Workhorse are automatically synced to Xero when the Credit status is changed to Sent and the record is saved. Credits appear as invoices in Xero with a draft status.

Xero to Workhorse

Credits do not flow from Xero to Workhorse however payment details are pulled from Xero for Workhorse Credits which are not marked as Complete. The amount is recorded in the Paid Amount field and once fully paid the Status will be marked as Complete.

The fields which sync between Workhorse and Xero are:

Credit Note Ref Credit Note #
Customer To
Credit Total Due
Paid Amount Total Paid
Exchange Rate
Fully Paid Date

Customers/Suppliers

Note:

Customers and Suppliers in Workhorse correspond to contacts in Xero.

Workhose to Xero

When a new Customer is saved in Workhorse they are added as a contact in Xero. Once an Invoice for the Customer is changed to Sent in Workhorse, Xero labels the contact as a customer.

When a new Supplier is saved in Workhorse they are added as a contact in Xero. Once a Purchase Order for the Supplier is changed to Sent in Workhorse, Xero labels the contact as a supplier.

Note:

Customers and Supplier in Workhorse without an Invoice, Purchase Order, or Bill associated with them will be added to Xero as a contact, but not as a customer or supplier.

Xero to Workhorse

Contacts do not flow from Xero to Workhorse.

The fields that sync between Workhorse and Xero are:

Company Name Contact Name
Contact First Name Primary Person (First)
Contact Last Name Primary Person (Last)
Phone Phone
Email Email
Address 1 Postal Address
Address 2 Address
Town City/Town
County State
Postcode Postal/Zip Code

Purchase Orders

Purchase Orders in Workhorse sync to either purchase orders or bills in Xero. This is configured by the PO Type setting when configuring your Xero integration.

Workhorse to Xero

Purchase Orders sync to Xero when the status is changed to Complete. Purchase orders and bills do not sync from Xero to Workhorse.

The fields that sync between Workhorse and Xero are:

Order Date Date
Status (Complete) Status
Total PO Value Due

Products, Kits, and Assemblies

Note:

Products, Kits, and Assemblies in Workhorse correspond to items in Xero.

Workhorse to Xero

If you configure your Xero integration to post your Inventory in Workhorse to Xero, Products, Kits, and Assemblies will be automatically added to Xero when they are saved in Workhorse. The Xero Ref field will be auto-filled on the Product, Kit, or Assembly record.

This creates a new item in Xero that can be viewed on the Products and Services page, and added to an invoice.

The fields that sync between Workhorse and Xero are:

Item Code Item
Product Description Name
Default Sell Price Unit Price

Note:

To sync existing Products, Kits, or Assemblies to Xero when you first connect to Xero, open the Product record and click Save.

If you add an Invoice for a Product, Kit, or Assembly that is in Workhorse but not in Xero, the Invoice will not be added to Xero and you will see an invalid product error. First, add the Product, Kit, or Assembly to Xero by re-saving it in Workhorse. It’s best to sync all Products, Kits, and Assemblies to Xero by re-saving each record.

If you have many existing records, please contact Workhorse Support.

Tax Rates

Xero to Workhorse

To sync the tax rates from Xero to Workhorse, go to Settings > Tax Rates and then select Functions > Synch Xero Tax Rates in the top right-hand of the screen. Any tax rates that exist in Xero but not in Workhorse will be imported to Tax Rates.

Xero contains the full range of tax rates for a UK-based company.

The fields that sync between Workhorse and Xero are:

Tax Rate Name Name
Tax Rate Tax Rate
Xero Code Auto-Generated by Xero
Expense or Income Tax Type

Xero Errors

If you see a pop-up message that reads “Xero error”, contact Xero Support.

You can also go to Xero AP Reports > Xero Errors Audit Log in Workhorse to view and export error logs.

Disconnect from Xero

You can disconnect from Xero by going to Settings > Integrations > Xero > Functions > Disconnect.  Data will no longer sync between Workhorse and Xero but all existing data will remain in both systems.

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