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account_balance INTEGRATION / ACCOUNTING

Xero Accounting

TimeWorks connects to Xero Accounting via the official Xero API, giving South African business owners a live view of their financials without any manual data entry. Sales from every till automatically create invoices or sales receipts in Xero, VAT is allocated at 15% per SARS requirements, and your Xero bank reconciliation stays current throughout the trading day. The integration supports multi-currency and is ideal for businesses with online and in-store sales channels.

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WHAT SYNCS

Data That Flows Automatically

  • check_circle Sales receipts and invoices created in Xero per trading session
  • check_circle 15% VAT output posted to the correct Xero tax rate automatically
  • check_circle Product cost of goods sold synced to Xero expense accounts
  • check_circle Daily bank deposits matched to Xero bank feed entries
  • check_circle Credit notes raised in Xero for every POS refund
  • check_circle Stock on hand quantities updated in Xero Inventory after each sale
PROBLEM SOLVED

Manual Work Eliminated

auto_fix_high What this integration removes

Removes the need for a bookkeeper to manually upload CSV exports from the POS into Xero each day, which is a common source of data-capture errors and VAT mismatches.

HOW TO GET STARTED
  1. 1 Connect TimeWorks to your Xero organisation using the secure OAuth2 flow
  2. 2 Map your POS revenue categories to the appropriate Xero account codes
  3. 3 Configure the VAT rate (15%) and SARS tax type in the integration settings
  4. 4 Do a test day-end and confirm the Xero trial balance matches your POS report
WHY INTEGRATE

Key Advantages

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Live Xero Dashboard

Business owners see up-to-date profit and loss figures in Xero within minutes of a sale, enabling informed decisions on pricing and stock without waiting for month-end reports.

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Audit-Ready Records

Every transaction has a traceable link between the TimeWorks receipt number and the corresponding Xero invoice, which satisfies SARS requirements for a complete audit trail under POPIA-compliant storage.

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Accurate Cash Flow Forecasting

With real-time sales data flowing into Xero, the built-in cash flow forecasting tool gives accurate projections that account for seasonal peaks common in South African retail, such as December and Easter trading.

FREQUENTLY ASKED QUESTIONS

Common Questions

Does the TimeWorks-Xero integration support multiple store locations? add
Yes. Each TimeWorks store can be mapped to a separate Xero tracking category or brand, allowing a consolidated view of all locations in one Xero organisation while still reporting each branch individually. This is particularly useful for franchise groups and multi-site retailers across the Western Cape and Gauteng who want head-office visibility without separate Xero subscriptions per location. The integration can also split revenues by department, such as food, beverages, and retail merchandise.
How does the integration handle Xero's foreign currency feature for rand-based businesses? add
TimeWorks operates in South African rand by default, and all amounts sync to Xero in ZAR with no currency conversion required. If your Xero account has multi-currency enabled for international supplier invoices, the POS integration only touches your local currency accounts, so there is no risk of accidental conversion. SARS requires VAT returns to be submitted in rand, and the integration ensures all VAT amounts are in ZAR before posting, keeping you compliant with the Value-Added Tax Act.
What is the sync frequency and can I trigger a manual sync? add
By default, TimeWorks syncs to Xero at the end of each trading day when the cashier runs the Z-report. You can also trigger a manual sync at any time from the TimeWorks admin panel, which is useful after a large event or when your accountant needs current figures. The integration uses Xero's official API rate limits, so it handles busy trading days without throttling. Historical data from before the integration was set up can be imported via a one-time bulk sync, allowing your Xero ledger to reflect a complete sales history.
GET CONNECTED

Ready to Integrate Xero Accounting?

Book a free demo and our team will walk you through the Xero Accounting integration live, answer your technical questions, and provide a no-obligation quote tailored to your business size and location.

Book a Free Demo Call 0861 736 767