Invoices typed twice
Writing the invoice in the workshop and then again in Xero wastes evening hours and creates mistakes.
Xero integration
Garage Software with Xero Integration for UK Workshops
Garage software that imports your Xero customers, syncs invoices with the right VAT rate and flags totals that don't match. Built for UK workshops.
What it handles
Run the workshop in Mechanics Hub and keep Xero as your accounts ledger, without retyping invoices.
- ✓ Import your existing Xero customers in one click, so you don't start from an empty system
- ✓ Send finished garage invoices and credit notes straight to Xero
- ✓ Choose the Xero tax rate used for synced invoices, such as 20% VAT on income
Why it matters
Built for the notes, parts and follow-ups that actually happen in a garage.
Most independent garages already trust Xero for their books. The problem is the gap between the workshop and the accounts: invoices typed twice, VAT that doesn't match, and payments marked off in two places. Mechanics Hub connects that gap so the job, the invoice and Xero all tell the same story.
VAT that doesn't match
If the tax rate in your accounts doesn't match the garage invoice, totals drift and your accountant has to untangle it.
Customers stuck in Xero
Your customer list may already live in Xero. Re-entering hundreds of contacts by hand is enough to put anyone off switching.
How Mechanics Hub helps
Keep the workflow connected from first note to invoice.
✓ Import active Xero customer contacts (names, emails, phones and addresses) and link them, without creating duplicates of customers you already have.
✓ Push invoices and credit notes to Xero from the invoice page, linked to the matching Xero contact.
✓ Set the default Xero tax type once, so VAT-registered garages sync invoices with the correct VAT.
✓ If the Xero total ever differs from the garage invoice, Mechanics Hub flags it and lets you send the update again.
✓ Payments recorded in Xero and invoices voided in Xero are picked up so the workshop record stays accurate.
Garage software and Xero: who does what
Mechanics Hub isn't accounting software, and it isn't trying to be. It runs the workshop and raises the invoices, then hands them to Xero, where your books, VAT returns and accountant live.
| Job | Where it happens |
|---|---|
| Bookings, job sheets and health checks | Mechanics Hub |
| Raising and sending the customer invoice | Mechanics Hub, then synced to Xero |
| Card payments on invoices | Your own Stripe account, with the payment passed to Xero for synced invoices |
| Bank reconciliation, VAT returns and payroll | Xero |
| Reports for your accountant | Xero |
Connect and set your defaults
In Business Settings, open the Xero tab and choose Connect Xero. You approve access in Xero, then set three things: the default sales account code, the default VAT or tax type (for example UK VAT on income), and the payment account code that paid invoices are recorded against. Invoices at 0% VAT are sent with no tax.
Syncing invoices
Open an invoice and choose Sync to Xero. It's created in Xero as an approved invoice with Xero's own invoice number, and your Mechanics Hub invoice number is saved as the reference, so nothing clashes with your ledger. Credit notes can be synced too.
After that, use Update Xero if you edit the invoice. Payments you record in Mechanics Hub go to Xero, and invoices voided, edited or paid directly in Xero are picked up automatically.
Import your Xero customers
On the Xero tab, import your active Xero contacts with their names, emails, phone numbers and addresses. Customers you already have with the same email or name are linked rather than duplicated. Xero doesn't store vehicle registrations, so vehicles are added as cars come in, with the registration lookup filling in the details.
If a total doesn't match
The Xero tab shows how many invoices have synced, any that failed and any payment errors. If an invoice's total in Xero doesn't match, the default tax type is usually the cause: correct it on the Xero tab, then retry the sync from the invoice.
Best fit for
- ✓ Independent garages already using Xero for their accounts
- ✓ VAT-registered workshops that want invoice VAT to match the books
- ✓ Garages switching from paper or another system with a customer list already in Xero
Useful next steps
Tools, guides and help for this workflow.
Help article
Connect Xero help
Step-by-step guide to connecting Xero to Mechanics Hub.
Open → Help articleVAT on invoices help
How VAT is shown on garage invoices.
Open → GuideGarage invoice software
Branded invoices built from the job, ready to sync.
Open → GuideBest garage management software UK
A practical buyer guide for independent UK garages.
Open →Connected features
What usually connects to this workflow.
Digital Job Sheets and Paperless Job Cards for Garages
Replace paper job cards with a connected workshop record.
Garage Stock Control Software
Track parts, oil, labour and invoice usage without spreadsheets.
MOT and Service Reminder Software for Garages
Bring customers back before MOT and service dates are missed.
Garage Invoice Software for UK Workshops
Create branded invoices from jobs, parts and labour without retyping the work.
Garage Scheduling Software and Workshop Diary
See every bay, technician and booked job on one screen, then work straight from the job sheet.
Vehicle Health Check Software for Garages
Digital red, amber and green checks with photos, attached to the vehicle and easy to share with the customer.
FAQ
Common questions about xero integration.
Does Mechanics Hub work with Xero?
Yes. Mechanics Hub connects to Xero so garages can import Xero customers, sync invoices and credit notes to Xero, and pick up payments recorded in Xero. Xero stays your accounting ledger.
Can I import my customers from Xero?
Yes. Settings, then Xero, then Import customers from Xero brings in active customer contacts with their names, emails, phone numbers and addresses, linked to their Xero contact so future invoices don't create duplicates.
Will vehicle registrations come across from Xero?
No. Xero doesn't store vehicle registrations, so vehicles are added in Mechanics Hub as they come into the workshop. Registration lookups fill in the make, model and MOT details.
How is VAT handled when invoices sync to Xero?
You choose the default Xero tax type in the Xero settings. VAT-registered garages normally use 20% VAT on income, so the Xero invoice total matches the garage invoice.
Is Xero sync an extra cost?
No. Xero sync is included in the Workshop plan at £49 a month or £490 a year, with a 14-day free trial.
Is Mechanics Hub accounting software?
No. It runs the workshop and raises invoices, and syncs them to Xero, which stays your accounting system for bank reconciliation, VAT returns and your accountant's reports.
Do invoices sync to Xero automatically?
You choose when to send each invoice with Sync to Xero. Once it's in Xero, later edits, payments and changes made in Xero stay in step.
Try the full workflow
Run a real job through Mechanics Hub.
Add a customer, link a vehicle, create a job sheet, use stock or labour, send updates and build the invoice from the same record.