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 four accounting platforms:

• AccountLayer — our featured first-party option, available with an exclusive discount for CallOut WMS users.
• Xero
• QuickBooks
• Sage

You can connect one provider at a time. All four 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 (AccountLayer, 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. Disconnecting in CallOut clears the locally stored tokens, but the connection in your provider's app/integrations list may remain — revoke it there separately if you also want to remove it on the provider side.

What Syncs Automatically

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

• Invoices push to your accounting provider the first time you send them. Sending again after edits pushes the changes through to the existing invoice in your accounting software.
• 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 non-draft invoices that have not yet been synced to your accounting software. Invoices that have already been synced are skipped, so this is safe to run repeatedly. It is especially helpful if you connected your accounting software after you had already been using CallOut WMS for a while.

How Customers Map to Contacts

Each CallOut customer is created as a new contact in your accounting provider the first time an invoice for them syncs. Xero will dedupe on name automatically; in QuickBooks or Sage you may need to merge duplicates manually if a contact with the same name already exists.

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 — invoices sync in your account's currency.
• 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. Connecting a new provider overwrites the previous connection without a confirmation step — make sure any pending syncs have completed first. 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 a sync fails, the invoice is still sent to your customer and recorded in CallOut WMS — you will not lose data. There is no automatic retry, so you will need to retry the sync manually from the invoice or from Bulk Sync.
• 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.