How to Connect to your Accounting Software

Why should I integrate with my accounting software?

Save time and eliminate duplication by enabling automatic syncing of Contacts, Staff, Invoices, and Timesheets from Jobman to your accounting software. Enjoy seamless updates as Jobman automatically reflects invoice statuses marked as paid from your accounting system.

Connecting your Accounting Software

To integrate your accounting software with Jobman, you are required to be an admin user with access to the Accounting Settings. Access the 'Settings' tab from your user menu panel and click into 'Accounting' then into 'Integrations'.

Here you will find the options that you can use to either connect your accounting software or update your settings and permissions. Depending on the software you have selected at sign up, this will show as either 'Connect to Xero' or 'Connect to MYOB', etc.

Please note: it's advised to have the person with the highest level of permission in your accounting software to complete this connection.

To connect your accounting software follow the steps below:

Click on 'Connect To' button for your software provider & you will be redirected to their Log In.
Log in to your accounting software.
Follow to verification prompts to allow Jobman to integrate with your software.
Once completed you will then be redirected back to Jobman to confirm your organisation.
Click 'Select' to confirm, allow a few moments for this to connect.
Check that you have a tick next to 'Connected'.

If you need more information, check out our video down below.

Updating your Accounting Software Settings

Once you have connected your accounting software you want to update your settings:

From step #6 above, click on the 'Disconnect' button.
Once this has been done, you'll see an 'Update' button, click here.
Choose your Customer Contact Type - these will match with you accounting software.
Choose your Supplier Contact Type - these will match with your accounting software.
Tick the fields you would like to Automatically Sync - your accounting software will automatically integrate the contacts, staff, invoices etc when enabled.
Add an email for error messages to go to, this will alert this person of any syncing failures.

Changing your Accounting Software

If you have changed your accounting software you can update this yourself by following these steps.

Under Settings -> Accounting -> Integration click 'Update'.
From the 'Driver' dropdown, select your new accounting software.
Save your changes and repeat the steps above for 'Connecting your Accounting Software'.

Xero Troubleshooting

Q: I have submitted an invoice in Jobman, it has been authorized in Xero, but I now need to make a change to that invoice. How do I do this?

A: To make a change to an authorized invoice, adjust it in Xero, and then this will flow back to Jobman and be accurately reflected.

Q: The invoice has been created and saved in Jobman, however, it hasn’t come into Xero, why would this be?

A: Make sure the invoice status is at “Submitted”. If it is, the next step is to check the notes field on the invoice in Jobman, you will see a listed error message and potentially multiple times. See below for common error messages.

Unrecognized Guide Format error – This error is to do with the contact person assigned to the invoice in Jobman, not matching the default contact person in Xero. You will need to check this on the invoice and ensure you have selected the correct contact person on the invoice in Jobman, this will need to be the same contact person as the default contact person listed on the contact in Xero.
Tax INPUT error – This means you have the incorrect invoice account code assigned to the invoice in Jobman, you will need to change this to the right invoice account code.

Q: I have deleted a contact in Jobman but it is still showing in Xero?

A: Check you have unlinked the contact in Jobman by clicking the 3-dot menu inside your contact, and click 'Unlink from Xero'. Jobman does not delete information from Xero, so if you want to permanently delete from Xero, you will need to do this inside Xero.

Different invoice types

“Deposit Invoice” – This easily allows adding a certain percentage of the accepted quotes to an invoice. It comes through as a line item.
“Partial Invoice” – Identical to Deposit invoices, except in name.
“Full Invoice” – This will grab all the line items from the accepted quotes, and also will allow you to add adjustments to already paid invoices.

Need more assistance?

Watch our video on connecting Accounting Software below: