Xero stays your accounting system. WorkHub pushes what happens in the building into it, so nobody types an invoice twice.
Connecting
Settings → Integrations → Finance. Sign in to Xero and choose the organisation. Client Admin role required.
Which way the invoices flow
Pick a direction, and it decides which system is the source of truth:
- WorkHub sends it — Xero records it as approved. Raise invoices in WorkHub; they arrive in Xero already approved.
- Xero sends it — WorkHub creates a draft. Raise them in Xero; WorkHub keeps a draft so the building side still knows what was billed.
Choose the one that matches who actually raises invoices in your business. Getting this backwards produces duplicates.
Account mapping
Map each kind of money to its own Xero account instead of pushing everything to one sales account.
Sales:
| Category | What lands here |
|---|---|
| Rent | Tenancy invoices raised from contracts in Lifecycle |
| Service Charge | Service charges billed alongside rent |
| Booking | Room hire, from the booking widget and the diary |
| Sundry | Anything else invoiced by hand |
Expenses: Maintenance, Cleaning, Compliance, IT, Utilities and General.
This matters because rent and room hire are different businesses with different margins. Posted to one account they are a single number that tells you nothing, and your accountant has to unpick them by hand.
Anything you leave unmapped falls back to the workspace's single sales account, so a partial mapping is safe.
How contacts are matched
WorkHub matches on email address first, name second.
A name is one legal suffix away from being a different customer — "AW House" and "AW House Ltd" are the same tenant, but a name-only match creates a second contact and the ledger drifts a little further with every push.
Where the email matches but the names differ, the existing Xero contact wins. Xero is the system of record for billing, so a contact called AW House Ltd stays AW House Ltd rather than being renamed to whatever WorkHub happens to call them.
Keep email addresses on your company records and this looks after itself. Contacts with no email fall back to name matching.
VAT
UK VAT rates come across, and invoices are MTD-compatible through Xero.
Checking it is working
Settings → Integrations → Activity log shows each push and its outcome — see The integration activity log. Check it after your first few invoices rather than assuming.