How invoices and payments sync with Xero
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Topic
With Xero connected, sending an invoice pushes it across and payments come back automatically — so your books stay right without double entry.
Instructions
- 1Send an invoice with Send via Xero.
This becomes the primary send option once you're connected; it emails the online invoice with a pay-now link.
- 2Choose whether it pushes as Draft or Approved.
Set your preference in Xero settings so invoices arrive in the right state.
- 3Let payments sync back.
When the invoice is paid in Xero, WorkshopMax updates the status; use Check payment to pull the latest on demand.
- 4Edit in Xero once synced.
A synced invoice is locked here to prevent drift — make changes in Xero and they reconcile back.
Additional Information
The invoice's PDF is attached in Xero, so the branded document travels with the accounting record.
On the dashboard a synced invoice shows 'invoiced in Xero' so you can tell at a glance what's crossed over.