Workshop-controlled OAuth
The workshop authorises its own Xero organisation without giving Workshop HQ its Xero password.
Opening Workshop HQ
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Released integration support · reviewed 7 August 2026
Connect Workshop HQ to Xero with a clear, testable accounting handoff.
This guide covers connection, account mapping, the exact invoice and payment boundary, safe retries, troubleshooting and disconnection for Australian workshops.
One-way released flow
Finalised invoices and fully paid payments move from Workshop HQ to Xero.
Recoverable retries
Visible errors and duplicate checks support a safe retry after the underlying issue is corrected.
Setup sequence
Connect, map and prove the first invoice.
Do not treat the green Connected state alone as completion. Confirm the organisation, save both account mappings and run a controlled end-to-end test.
- 1
Open the Xero settings page
Sign in to Workshop HQ as an owner or authorised manager. Open Settings, choose Integrations, then choose Xero accounting.
- 2
Authorise one Xero organisation
Choose Connect Xero, sign in through Xero and authorise the organisation that belongs to this workshop. Workshop HQ never asks for or stores the workshop's Xero password.
- 3
Confirm the connected organisation
After returning to Workshop HQ, check that the green Connected panel names the expected Xero organisation. Disconnect and start again if the wrong organisation was selected.
- 4
Map the sales and payment accounts
Choose the Xero revenue account used for invoice lines and the bank or clearing account used for matching payments. Save the mapping before relying on automatic sync.
- 5
Run one controlled test
Create a clearly identifiable test customer and repair order, finalise one GST-inclusive invoice, then confirm the authorised sales invoice, contact, totals and vehicle reference in Xero.
Released sync rules
Know exactly what moves—and when.
This is the current production boundary. It is deliberately narrower than a generic claim that everything is synchronised.
- Draft invoices remain in Workshop HQ and are not sent to Xero.
- Finalising an invoice creates or matches an authorised ACCREC sales invoice in Xero.
- The Xero contact is matched using a stable Workshop HQ contact number before a new contact is created.
- Workshop HQ sends GST-inclusive invoice lines, the Workshop HQ invoice number, issue and due dates, and a vehicle reference.
- A matching Xero payment is created only when the Workshop HQ invoice becomes fully paid. Separate partial-payment transfer is not part of the current release.
- The current connection is one-way from Workshop HQ to Xero. Editing the Xero invoice does not rewrite the Workshop HQ repair order or invoice.
Troubleshooting
Fix the cause, then retry safely.
The connection request expired
Return to Settings, Integrations, Xero accounting and choose Connect Xero again. The authorisation request uses a short-lived security state and cannot be resumed.
More than one Xero organisation was returned
Start the connection again and authorise only the organisation used by this workshop. Workshop HQ deliberately refuses an ambiguous multi-organisation result.
No Xero organisation was authorised
Confirm the signed-in Xero user can access the intended organisation, then repeat the connection and approve the requested access.
The account mapping will not save
Refresh the page and choose an active Xero revenue account plus an active bank or payment-enabled clearing account. Archived or incompatible accounts cannot be used.
Xero calculated a different total
Review the tax treatment of the selected Xero sales account. Workshop HQ stops the payment handoff when Xero's amount due differs from the Workshop HQ invoice total.
An invoice needs attention
Read the visible Xero error on the invoice or settings page, correct the account or authorisation issue, then use Sync finalised invoices now. The retry checks local and Xero records before creating anything.
The Xero authorisation expired or was removed
Choose Connect Xero again. Workshop HQ uses an offline refresh token, but a revoked or invalid connection must be authorised again by the workshop.
Need Workshop HQ support?
Email the workshop ID, affected Workshop HQ invoice number and exact visible error to [email protected]. Never send a Xero password, access token or client secret.
Disconnecting Xero
Open Settings, Integrations, Xero accounting and choose Disconnect. Workshop HQ asks Xero to remove the live organisation connection, then removes the saved connection and encrypted authorisation credentials for that workshop.
Historical Workshop HQ invoice identifiers and audit context may remain so the workshop can understand previous accounting handoffs. Disconnecting does not delete invoices, contacts or payments already created inside Xero.
Current exclusions
The released flow does not claim two-way invoice editing, separate partial-payment transfer, supplier bills, purchase orders, credit notes, payroll, bank feeds, reconciliation or BAS lodgement.
See every integration statusXero integration questions
Does Workshop HQ send draft invoices to Xero?
No. Drafts remain in Workshop HQ. A Xero sales invoice is created only after the workshop finalises the invoice.
Does Workshop HQ transfer partial payments to Xero?
Not as separate payments in the current release. The matching Xero payment is created when the Workshop HQ invoice becomes fully paid.
Can Workshop HQ update an invoice that someone edits in Xero?
No. The released connection is one-way from Workshop HQ to Xero and does not claim two-way invoice editing.
How does Workshop HQ prevent duplicate Xero invoices?
It stores the returned Xero identifiers, searches Xero for the Workshop HQ invoice number before creating a record and uses stable idempotency keys for contact, invoice and payment requests.
What happens when Xero is disconnected?
Workshop HQ asks Xero to remove the active connection, then removes the saved connection and encrypted authorisation credentials for that workshop. Historical invoice identifiers and audit context may remain on the workshop records.
Where can a workshop get help?
Email [email protected] with the workshop ID, the affected Workshop HQ invoice number and the exact visible error. Do not send Xero passwords, access tokens or client secrets.