How to utilise WorkBuddy and Xero

workbuddy xero integration blog

Traditionally, when a job has been completed, field staff are subjected to piles of paperwork related to invoicing and updating company databases. It’s even worse when you have to do double the work because your company is using completely disparate systems. 

The good thing is there are many software solutions available that can work together to make life easier for Australian trades services businesses. For starters, WorkBuddy is a job management system that adds structure to projects with smart scheduling, job costing, operational dashboards, and more. Businesses can also leverage best-in-class accounting systems like Xero, which offer intuitive financial reporting and invoicing tools. Together, both solutions can dramatically increase operational efficiency. 

Here’s how you can utilise a combination of WorkBuddy and Xero to improve processes and drive business growth. 

Sync data seamlessly between platforms

By integrating your job management and accounting systems, you can have information flow directly between databases. That means there’s no need to enter the same information into two separate platforms because the data stored in your WorkBuddy and Xero systems are consistent. Plus, with less time required on manual data entry, employees are less likely to make typographical errors in the process. Accountants and field technicians also have more time to focus on fulfilling critical project demands. 

To sync your data between the WorkBuddy and Xero platforms, you’ll have to do the following: 

  • Establish a link by entering your company’s Xero credentials on WorkBuddy.
  • Configure access permissions so that Xero’s database can share data with WorkBuddy, and vice versa. 
  • Determine the type of data that’s imported and exported from both systems (e.g., expense reports, budget details, inventory journals, and invoices).
  • Convert Xero contacts with sales and purchase transactions into customer and contractor profile cards on WorkBuddy.
  • Set up invoice auto-numbering in WorkBuddy to make tracing transactions easy in your accounting database.
  • Standardise the tax codes and rounding conventions applied to each transaction on Xero and WorkBuddy.

Monitor finances from a centralised database

When your data is synced between platforms, you gain a more complete perspective of your company’s finances. Data pertaining to project revenues, expenses, and other transactions are processed in a centralised database that’s readily available to authorised users. This eliminates organisational silos between field technicians, operations managers, and accountants, allowing the company to work as one cohesive unit. Staff can therefore save hours of cross-referencing when reconciling accounts and tracing contractor invoices. 

More importantly, consolidating job management and accounting data often leads to smarter decision-making. WorkBuddy’s integrated accounting dashboard lets you easily monitor cash flow so you can adjust your operational strategies accordingly. For instance, you can anticipate busy seasons where cash flow is highest based on historical data and justify hiring more technicians. Alternatively, if you’re seeing a dip in revenue and increased late payments, you’ll have to cut back on capital investments and follow up invoices with clients.  

Streamline accounting processes

What’s particularly life-changing about the WorkBuddy-Xero integration is how it expedites invoicing. WorkBuddy takes important billing information like service descriptions, project expenses, and pricing to generate invoices using Xero’s features. The accounting system then calculates the total amount owed, factoring in relevant tax and discount rates. From there, invoices are forwarded to the appropriate accounting manager for approval and issued to the client via email or some other method. 

While there are many steps involved in invoicing, WorkBuddy and Xero complete them in a matter of seconds, allowing field technicians to generate invoices on-site. You can even automate follow-up emails to remind clients of deadlines on outstanding invoices so you can get paid faster. 

In addition to invoicing, WorkBuddy and Xero also speed up payments. When generating invoices, you can enable secure electronic payment methods to simplify the process for clients. After a payment is made, the transactions are recorded and reconciled in your account through Xero so your data is always up to date. 

Mobilise your business

Equipping your accounting and field service teams with integrated cloud-based software gives them more flexibility at work. Field technicians can access invoicing tools, whether they’re in the office or on the road, while accountants can perform administrative tasks at home. As long as there’s a secure internet connection, employees can virtually work from anywhere. What’s more, being able to report on financial transactions and process payments on site saves technicians a lengthy trip back to the office to complete and submit paperwork. 

Ultimately, integrating your accounting systems with WorkBuddy creates more effective and smoothly running business processes. Our solution not only works with Xero, but also with other accounting platforms, including QuickBooks and MYOB Online. If you need assistance with software integration, data synchronisation, and workflows on WorkBuddy, call our specialists today. We’ll make sure you get the combined benefits of a top accounting software and a job management system.

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