Getting started with shopVOX
Getting started with shopVOX
Your Account
Icons and Interface Tour
Inviting Users to Your Team
Setting Roles for your Team
My Profile + SMTP Settings
Import Customers & Contacts from your Accounting software
Adding Vendors
How do I Update Our Billing Info?
Connecting Your Sage One Accounting to shopVOX
Transaction Numbers Settings
Add your Payment Gateway
Adding Your Own Products
Setup Vendor Catalogs
A Guide to Creating Your First Order
Microsoft Outlook - Two Factor Authentication
Importing and Exporting Customers & Contacts with a spreadsheet
Transactions: New Quote
Notifications: Keep your entire team up to date
Transactions: What are Transactions?
Transactions: New Sales Order
"What's New" Feature: Your Guide to shopVOX Updates
How Do I Cancel My shopVOX Account?
Transactions: New Invoice
Service Job: Streamline Your Workflow with shopVOX's New Service Job Feature
How to Create a Quote
shopVOX's History Tracking for Quotes, Sales Orders, Invoices, and Jobs
Save Time with Emailed Document Templates
shopVOX Express vs. Pro. Explaining the differences in Workflow
Optimizing Quotation Efficiency: Unlocking the Power of Multiple Quantities with shopVOX
Workflows - Quick Overview Express VS Pro
Global Search in shopVOX
Sales
Managing Customer and Leads
Sales Order States
Customer Alerts & Flags
Reports
Merge Customers
Adding new Contacts to Existing Customers
Customer Contacts: Setting Primary and Billing Contacts
Managing dates on Quotes, Sales Orders, and Invoices
Sales Leads - Sample Pipeline Setup
Quote States
Sales Leads on Business Intelligence Dashboard
Products & Pricing
Basic Pricing concepts
Advanced Pricing concepts
A Comprehensive Guide to Ternary Operations in shopVOX
Product Templates - How to Turn on a Product Template
Unlocking Efficiency: Harnessing System Variables and References to Create a Click Charge
Undertanding Sell/Buy Ratio in shopVOX
Product Templates - Custom Formula Logic
Custom Logic in shopVOX: Evaluating Multiple Boolean Modifiers
Mastering the Use of &&, ||, and === in Ternary Operations
Products: Utilizing the "Reference" Field to Combine two References into one Click Charge
Apparel Decoration
How to Price Color Changes
How to Price Promotional Products
How to Price Digitizing
How to Price Direct To Garment Printing
How to Price Color Matches
Integrated SAGE Promo ( promotional catalog )
Golden Products
Managing Your Product Catalog with shopVOX
Workflow Stages and Templates Explained
Product Pricing - Round to 2 or 4 Decimal places
Setting Up Machine Rates in shopVOX: A Comprehensive Guide
Products: Grid Pricing Example
Product Templates - Using System Formulas - Adding a Double Sided check box
Materials Management in shopVOX: A Comprehensive Guide
Product Templates - User Created Formulas
Setting Up Labor Rates in shopVOX: A Simple Guide
Product Pricing: Material Wastage Calculator
Product Templates - Using System Formulas
Product Templates - User Created Formulas - Adding a Double side check box
How to Publish Products in shopVOX
Product Features - Custom Fields
Product Pricing : Cost Plus
Product Templates & Formulas Explained
Increasing Product Prices by a Percentage in shopVOX - PBase
Production Management
Uploading and Sending Proofs for Approval
Using a TV for your Job Board
Creating Your Own Custom Job Views
Accounting and Reporting
QuickBooks Online
Xero
Connecting to your Accounting Software
Sales Commissions
Streamline In-Store Payments with USB Credit Card Swipers in shopVOX
Avalara AvaTax - Sales tax setup guide
Differences between USA QuickBooks Online and Non-USA QuickBooks Online
How to create Partial Invoices
Setting Up Your Account
Accounting
How are Users Billed?
Five challenges to consider when setting up your Account
shopVOX Work Flow - The Big Picture
Leveraging External IP Addresses for Security
Hide or Show Quotes & Sales Orders, Ordered Quotes, and Invoiced Quotes and Sales Orders
Add Your Logo and Company Info
How to add Additional Charges to your Quotes, Sales Orders and Invoices
Terms and Conditions
Document's and PDF Settings
Group and Describe Jobs with Tags
How to Change Password
Forms: Customizing Forms in shopVOX
Common Questions About Users
Flagging a user as a "Sales Rep"
Automation & Integrations
Shipping
APIs
How does an API work?
What is JSON?
I'm having an issue with the shopVOX APIs. Who do I contact?
Does shopVOX do custom development?
shopVOX API
What is an API?
Does shopVOX integrate with Salesforce?
How do I build my own custom integration?
Setting up Mailchimp Integration in shopVOX
Does shopVOX integrate with Microsoft Project?
API and Webhooks integration feature
shopVOX Go! App
Automation - Scheduled Actions
What are some popular advantages when using Zapier?
FAQs
shopVOX specific terms
Common questions
How to increase Database size ?
Opening PDFs directly in your browser
Empowering Project Managers in the Proofing Process: A Guide to Workflow Enhancement with shopVOX
Hex Color file to match PMS color chart
How do I disabled user?
What is the Admin checkbox for when creating a new user?
Invoicing - Enhancing Customer Engagement: Tracking Invoice Views with shopVOX Pro
Where do jobs "fit" in the order process in ShopVOX?
Why can't I print the PDF documents directly, instead of downloading?
How can I send a quote and a proof together in one email to my customer?
Errors and Troubleshooting
How to clear history from Chrome browser?
When I convert a quote to a work order, does the name of the order and the line item description carry forward or do I have to rewrite?
How to optimize your browser for shopVOX
Streamlining Proof Attachment to New Sales Orders for Enhanced Efficiency
Setting Up Minimum Order Amounts in shopVOX
What is our IP address for the mail server ?
Custom PDF in shopVOX
Quoting and Order Management
Adding/Updating Customers and Contacts
Purchase Orders - How to Add Materials and Products to a Purchase Order in shopVOX PRO for the Inventory Add-on
Stay Organized with Notes, Tasks, and Assets
Roll-Up Line Items to Combine Pricing
Purchasing and Receiving Blank Garments
Creating Your Own Custom Views
How to Issue Refunds and Credit Memos
Add Ons
eCommerce
Ecommerce - Web Store
Ecommerce: Creating Discount Codes
Ecommerce - Steps to setup custom URL for paid cPortal
Webstore & Shopping Cart Examples from shopVOX Users
Setting up a Shopping Cart to sell online - Changing the URL
Ecommerce - cPortal - White Label Setup
Ecommerce - cPortal
Ecommerce - Overview
Ecommerce - Shopping Cart
Inventory
Divisions
Vehicle Wrap
Amazon S3 Storage
- All Categories
- Accounting and Reporting
- Xero
- Connecting your XERO account to shopVOX
Connecting your XERO account to shopVOX
Updated
by Tyler MacDonald
With your shopVOX account, you have the ability to sync customer data to your XERO accounting software. All customer information, transactions, and payments will start in shopVOX and be synced to XERO. This will save you time by not having to recreate customers or transactions. You will also have the invoices at your fingertips and they can be emailed directly to your customers from your shopVOX account.
When you start to use shopVOX, anything that is customer-facing will always start in shopVOX and will then go to XERO for accounting.
Steps to Connect XERO to shopVOX
Here is your first task. Connecting XERO to shopVOX so they are talking to each other.
- Go to Settings, then select Accounting
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598220722493/image.png)
- Choose XERO from the list
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598220801779/image.png)
- Connect to XERO and authorize the connection
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598218958605/image.png)
- Login to XERO
When you click on Connect with XERO it will redirect to XERO login page, there you need to enter your XERO credentials. You may need to authorize this connection. XERO will send you an email to confirm the connection.
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1596598176177/image.png)
- You are connected!
shopVOX is now connected to XERO! It will show connected account in accounting page as shown below.
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1596598304594/image.png)
Importing details from your XERO account
Now that you are connected, you can copy a few things into shopVOX, which will save you time. The items you can copy are:
- Customers and contacts list
- Sales Tax rates
- Chart of Accounts items
Importing Customers and Sales tax rates is done by clicking the Copy from Xero button in each section. The Chart of Accounts can also be copied as well. Before you do this though, you will need to confirm the account types you will need in your XERO account.
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598221065720/image.png)
To properly sync invoices to XERO, shopVOX needs to know where to map the data inside your XERO account.
- Verify your Chart of Accounts list in XERO
The Chart of Accounts is the backbone of your accounting system, below are the items required to sync properly to shopVOX.
✅ You need the copy the following accounts from XERO:
- Accounts Receivable
- Undeposited Funds
- Sales Tax Payable
- Income
- Cost of Goods Sold
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598219327037/image.png)
If Undeposited Funds doesn’t exist in XERO, you’ll need to add it by clicking "Add Bank Account."
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598219465204/image.png)
XERO's new interface requires you to search for a bank. Just type "N/A" and select the "Add It Anyway" option.
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598219657830/image.png)
🚫 You do not need any of the following accounts from XERO:
- Expenses
- Other Bank Accounts
- Accounts Payable
- Other Liabilities
- Other Assets
- Copy COA items to shopVOX
Go to Settings >> Accounting >> Scroll Down you can see list of Chart of Accounts,
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598219864993/image.png)
You have two options to copy the information.
Option 1: You can manually enter each account by clicking Add New Chart of Account. You will then copy/ paste the information from XERO to the appropriate fields in the pop-up window.
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598220610718/image.png)
Repeat this step until you have entered all the following accounts from Xero inside shopVOX.
- Accounts Receivable
- Undeposited Funds
- Sales Tax Payable
- Income
- Cost of Goods Sold
Option 2: Click the Copy from XERO button and you will see a list of accounts you can select and copy them all at once. Make sure you select all the items in the above list.
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598220432640/image.png)
Adjusting Your shopVOX Account to Sync to XERO
Now that you have all the parts you need to be copied exactly from XERO, you can now make changes to shopVOX so everything will sync where it needs to go!
- COA Mapping
Go to Settings >> Accounting >> scroll down you can see COA Mapping
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598221289685/image.png)
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1596601870139/image.png)
For all the "internal" shopVOX accounts, you need to select the matching COA account from XERO.
- The labels on the left represent the required accounts.
- The labels on the right represent your COA accounts mapped with required accounts.
- NOTE: These are the default accounts when you first created your shopVOX account.
- Click on the pencil symbol and edit the default mapping and add your copied COA’s
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1596602103755/image.png)
- Making adjustments to Products in your account
There are two things you'll want to edit for each of our starter products.
- Income Account
- COG Account
Why is this important?
When your Invoices get posted to XERO, you want to make sure the revenue from each line item goes into the correct Income account. This will keep your accountant happy.
In Settings click on Products
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598221445924/image.png)
Click each Product >> Click the Pencil Icon next to Income Account and COG account and select the appropriate account from the drop-down list.
![](https://files.helpdocs.io/2vohp0m02q/articles/3qfhbtirsj/1598221517845/image.png)
Make sure you do this for all the Products in your account.
Testing Sync to XERO
Sync a Test Invoice and Payment
It is important to test the integration before you start syncing real invoices and payments to XERO.
- Create a test Invoice
- Apply a test Payment to the Invoice
- Sync to XERO by clicking on the Post to Accounting icon on the Menu bar and selecting the test invoice and clicking on the blue Post Selected Invoices button
- Once successful, delete the invoice and payment from XERO
- Void the invoice and payment inside shopVOX
Welcome to shopVOX - XERO integration!
You are now ready to create transactions in shopVOX and when they are completed and invoiced you can easily sync them to XERO. It is recommended to sync at least once a week.
![](https://files.helpdocs.io/es28aso88j/articles/1mqr7t8nkr/1648487745268/0.png)