Finance integrations

Finance settings connect TreadOS to your accounting platform where integration is available. This page sits at the boundary between workshop operations and the formal accounting record.

Workshop document behaviour

• Choose whether navigation and customer-facing screens say Quotes or Estimates. When estimates are enabled, that wording is used consistently in the app, portal, emails, and PDFs for your workshop.
• Set default tax rate, currency, payment terms, and optional seller tax registration numbers shown on printable documents.
• Configure document number prefixes, suffixes, and starting numbers for invoices, quotes or estimates, jobs, and purchase orders.
• Counter sales settings (retail customer, card surcharge) live here too. When accounting is connected, counter sales can post as authorised and paid using your existing account defaults.
• New Zealand workshops can configure Tyrewise stewardship pass-through fee lines per tyre category so regulated disposal fees are added automatically to new quotes and invoices when enabled.

Connecting Xero or QuickBooks

• Connect or disconnect Xero or QuickBooks Online using the guided OAuth flow where supported. Only one active provider at a time.
• Sync customers in the direction your process requires, depending on whether TreadOS or the accounting ledger is treated as the source of truth for contacts.
• Choose whether proposals sync to accounting as drafts (Xero quotes or QuickBooks estimates) or stay local only.
• Decide whether invoices push as drafts in the accounting system until you approve them, or can be authorised and emailed automatically when customer email addresses are valid.
• Webhooks keep some integrations responsive; your technical or finance contact usually handles any accounting-side registration work.

Account mapping — why lines land where they do

Accounting integrations need to know which revenue (and sometimes expense) account each invoice line should use. TreadOS uses a clear fallback chain so support staff can explain outcomes:

1. A default sales or income account for the whole workshop.
2. Optional overrides by line type (labour, tyre, part, and similar).
3. Optional overrides by inventory category where configured.
4. Item-level rules in inventory when you need finer control.

For Xero, sales account codes are chosen from your live Xero chart. Tax usually follows each account’s default in Xero unless inventory overrides apply.

For QuickBooks, map default income, expense, and (when your QuickBooks plan supports it) inventory asset accounts for pushing workshop catalogue items as products and services. On plans without native inventory tracking, stock quantities stay authoritative in TreadOS while invoice lines still link to QuickBooks items where configured.

When sync does not go smoothly

Workshop operations continue even if accounting sync fails — jobs close and invoices exist in TreadOS first; sync is a downstream step. When something fails, the finance page can show sync state and errors rather than a generic “failed” message. Common causes include expired connection tokens, missing account mapping, or upstream API limits.

Use Accounting sync audit & resync to list documents stuck in a bad sync state after you have fixed the underlying issue (credentials, line items, mapping). Resync retries selected pushes manually — nothing retries silently without someone choosing to run it.

Operational reality

Until a connection is authorised, invoicing still works inside TreadOS; syncing simply waits. That means the workshop can keep trading even if finance integration is not ready on day one.

Before turning an integration on for real, confirm who owns customer creation, what should sync, how proposals and invoices should behave in the ledger, and how the team will notice failed or delayed exports. Clear process decisions matter as much as the technical connection.