Accounting Integrations

Accounting Integrations Overview

CallOut WMS can connect to your accounting software so that invoices, payments, and customer data stay in sync without manual data entry. This saves time, reduces errors, and keeps your books up to date.

Supported Providers

CallOut WMS integrates with three leading accounting platforms:

• Xero
• QuickBooks
• Sage

You can connect one provider at a time. All three integrations work in a similar way.

Connecting Your Accounting Software

To connect your accounting provider:

1. Go to Account Settings and find the Accounting Integration section.
2. Click the Connect button next to your chosen provider (Xero, QuickBooks, or Sage).
3. You will be redirected to your provider's website where you will be asked to log in and authorise CallOut WMS to access your account.
4. After authorising, you will be redirected back to CallOut WMS. The connection is now active.

The connection uses OAuth, which means CallOut WMS never sees or stores your accounting software password. You can revoke access at any time from either CallOut WMS or your provider's settings.

What Syncs Automatically

Once connected, certain data is synced automatically as part of your normal workflow:

• Invoices sync when sent — when you send an invoice to a customer in CallOut WMS, it is automatically created in your accounting software as well.
• Payments sync when marked paid — when you mark an invoice as paid in CallOut WMS, the corresponding payment is recorded in your accounting software.

This means your accounting records stay current without any extra steps on your part.

What Syncs Manually

Some data can be synced on demand using bulk actions:

• Bulk sync customers — click the Sync Customers button to push all your CallOut WMS customers to your accounting software as contacts. This is useful when you first connect or after adding many new customers.
• Bulk sync invoices — click the Sync Invoices button to push all outstanding invoices to your accounting software at once. This is helpful if you connected your accounting software after you had already been using CallOut WMS for a while.

How Customers Map to Contacts

When customers are synced, CallOut WMS creates or matches contacts in your accounting software based on the customer name and email address. If a matching contact already exists in your accounting software, the sync will link to it rather than creating a duplicate.

How Invoices Map

Invoices are mapped with full detail to ensure accuracy in your accounting records:

• Line items — each line item on your CallOut WMS invoice is created as a line item in your accounting software.
• Tax — if tax is applied to the invoice, it is included in the sync so your tax reporting stays accurate.
• Currency — the invoice currency is passed through to your accounting software.
• Due dates — the payment due date from CallOut WMS is set on the invoice in your accounting software.

One Provider at a Time

You can only have one accounting provider connected at any given time. If you connect a new provider, it will replace your existing connection. For example, if you are currently connected to Xero and you connect QuickBooks, the Xero connection will be removed and QuickBooks will become your active integration.

Disconnecting

To disconnect your accounting integration:

1. Go to Account Settings and find the Accounting Integration section.
2. Click Disconnect.
3. Confirm that you want to remove the connection.

Disconnecting stops all future syncing. Data that has already been synced to your accounting software will remain there — nothing is deleted from your provider when you disconnect.

Troubleshooting

Accounting integrations are designed to work reliably in the background. However, if something goes wrong:

• A sync failure does not block your workflow. If an invoice fails to sync to your accounting software, it is still sent to your customer and recorded in CallOut WMS. You will not lose data.
• Try disconnecting and reconnecting. Most sync issues can be resolved by disconnecting the integration and going through the connection process again. This refreshes the authorisation and clears any stale state.
• Check your accounting software. Occasionally, issues are caused by changes on the provider side — for example, if your subscription to Xero, QuickBooks, or Sage has lapsed, or if API access has been revoked.