Connecting Xero

Connect and set your defaults

In Business Settings → Xero, choose Connect Xero. You'll be sent to Xero to approve access to invoices and contacts for this workshop.

Then set the default sales account code and the default VAT/tax type, so synced invoices land in the right place in your accounts.

Import your customers from Xero

Use the import on the Xero tab to bring in your active Xero customer contacts: name, email, phone and address. Customers you already have with the same email or name are linked, not duplicated.

Xero doesn't store vehicles, so add those as cars come in.

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. Your Mechanics Hub invoice number (and job number) is saved as the Xero reference, so it's easy to match up.

If you edit the invoice later, use Update Xero. When you mark an invoice paid in Mechanics Hub, the payment goes to Xero too. If an invoice is voided, edited or paid directly in Xero, Mechanics Hub picks up the change automatically.

• Xero keeps its own invoice numbering.
• Your invoice number is saved as the Xero reference.
• Payments and later changes sync across.

If a sync fails

The Xero tab shows which invoices synced and which failed. Use Retry Xero sync on the invoice once the problem is fixed. If the total in Xero doesn't match, the default tax type is usually wrong: correct it on the Xero tab and retry.