WorkflowMax is closely integrated with the Xero accounting system.
If you are using Xero, you should set up the interface to simplify the transfer of information between the systems.
- Information sent via the WorkflowMax to Xero interface
Once the Workflowmax to Xero interface has been set up, information can be sent either way between your WorkflowMax account and your Xero account.
- WorkflowMax invoices (WFM
Xero)
When an invoice is approved in WorkflowMax it is exported as a draft invoice to Xero (Business > Invoices > Draft), by default.
If the checkbox Mark invoices as approved in Xero? is selected in the Xero interface settings screen, approved WorkflowMax invoices are exported to Xero (Business > Invoices > Awaiting Payment) as approved.
- Invoice payments in Xero (Xero WFM)
When a payment is received for a WorkflowMax invoice that has:
- been exported to Xero, and
- been marked as paid in Xero, or
- had payment applied in Xero,
the payment will import against the original invoice in WorkflowMax, by default.
If you don't want payments to be imported for Workflowmax invoices, deselect the checkbox Automatically import payments applied to invoices in Xero? in the Xero interface settings screen.
Details of any overpayments or prepayments that you have applied to your WorkflowMax invoices in Xero are automatically imported back into WorkflowMax along with any other payments and credit notes. Each payment shows as a line item on the Invoice Information tab in WorkflowMax, with further details available on the Payments tab.
- Purchase order receipts (WFM Xero)
When goods (that were supplied against a purchase order) are received, you can receipt the purchase order in order to approve payment of the supplier's invoice. The purchase order receipt is exported to Xero (Business > Purchase orders > Draft) as a draft Bill, by default.
If the checkbox Mark receipts as Approved in Xero? is selected in the Xero interface settings screen, approved WorkflowMax purchase order receipts are exported to Xero (Business > Purchase orders > Approved) as approved.
- Client and contact person details (Xero WFM and WFM Xero)
Imports during and after free trial (Xero
WFM)During the WorkflowMax free trial period, client and contact person information can be imported directly into WorkflowMax from Xero. After the import has been completed, any subsequent additions or changes to clients and contact persons in Xero will not flow back into WorkflowMax. After the free trial period, if you want to import further client or contact details from Xero, you will need to export them from Xero and the use the generic client import feature to import CSV Comma Separated Value. A type of text file that you can use to import data into WorkflowMax from other applications. You can also export data from WorkflowMax data tables into CSV format. data into WorkflowMax.
Synchronising WorkflowMax and Xero (WFM
Xero)Changes you make to client or contact person information in WorkflowMax will flow directly from WorkflowMax to Xero (depending on the Clients and Suppliers and Contact Person Xero interface settings), but never the other way around. Therefore, if you want to keep clients and contacts synchronised between WorkflowMax and Xero, always initiate changes to client and contact person information in WorkflowMax.
- WorkflowMax invoices (WFM