Accounting Integration
Overview
The Accounting page connects autoGMS to your accounting software via Rutter, so your financial data flows automatically between systems. No more manual data entry, no more copy-paste errors, no more wondering if your books are up to date.
Why this matters:
Running a garage generates hundreds or thousands of transactions each month. Manually entering each invoice and payment into your accounting software is tedious, error-prone, and takes time away from running your business. With accounting integration, your revenue, expenses, and key financial metrics sync automatically.
What you can do here:
- Connect to popular accounting platforms (Xero, QuickBooks, Sage)
- View sync status and history
- See key financial metrics pulled from your accounting software
- Monitor sync health and troubleshoot any issues
- Access financial statements (Income Statement, Balance Sheet, Cash Flow)
How to Access Accounting Integration
- Log in to your autoGMS dashboard.
- From the sidebar, click Financial Reporting.
- Select Accounting.
You will land on the Accounting page with an Overview tab showing your connection status.
Good to know: Accounting integration is available to garage owners, organisation owners, and garage admins. Managers with finance permissions can view connection status but cannot connect or disconnect platforms.
Supported Accounting Platforms
autoGMS integrates with the following accounting software through Rutter:
| Platform | Status |
|---|---|
| Xero | Supported |
| QuickBooks | Supported |
| Sage | Supported |
More platforms may be added in future updates.
Connecting Your Accounting Software
Before You Start
Make sure you have:
- Administrator access to your accounting software account.
- autoGMS owner or admin permissions for your garage.
- A few minutes of uninterrupted time to complete the connection.
Step-by-Step: Connecting
- On the Accounting page, you will see the connection setup screen if not yet connected.
- Click the Get Started button.
- A Rutter modal opens showing available accounting platforms.
- Select your platform (Xero, QuickBooks, or Sage).
- Log in to your accounting software when prompted.
- Authorize autoGMS to access your data.
- You are redirected back to autoGMS.
- A success message confirms the connection.
What happens after connecting:
- Your connection status changes to Connected with a green indicator
- autoGMS begins syncing your financial data
- Key metrics from your accounting software appear on the overview
- Additional tabs unlock: Income Statement, Balance Sheet, and Cash Flow
Understanding the Overview Tab
Once connected, the Overview tab shows your integration status at a glance.
Connection Header
At the top, you will see:
- Platform logo (Xero, QuickBooks, or Sage)
- Connection status with animated green dot when connected
- Last synced timestamp
- Refresh button to check for updates
- Disconnect button to remove the connection
Sync Statistics
Three cards show your sync health:
| Card | What It Shows |
|---|---|
| Items Synced | Total number of records synced from your accounting software |
| Pending Errors | Number of sync errors that need attention |
| Sync Health | Overall health indicator: Healthy, Degraded, or Failing |
Key Metrics
If your accounting software provides financial data, you will see key metrics:
- Revenue — Total income
- Expenses — Total expenses
- Net Income — Revenue minus expenses
- EBITDA — Earnings before interest, taxes, depreciation, and amortization
- Gross Margin — Gross profit as percentage of revenue
- Net Margin — Net profit as percentage of revenue
- Current Ratio — Current assets divided by current liabilities
Connection Information
A panel shows technical details about your connection:
- Provider — Which platform you are connected to
- Connected Since — When you first connected
- Access Token Expiry — When your authorization needs renewal
Sync History
A timeline shows recent sync events, including:
- Successful syncs with item counts
- Failed syncs with error details
- Connection status changes
Errors
If any sync errors occur, they appear in an errors panel with details about what went wrong.
Financial Statement Tabs
Once connected, additional tabs become available:
Income Statement Tab
Shows your profit and loss data pulled from your accounting software:
- Revenue breakdown
- Cost of goods sold
- Operating expenses
- Net profit
Use the date range controls to select the period you want to view.
Balance Sheet Tab
Shows your financial position at a specific point in time:
- Assets (current and fixed)
- Liabilities (current and long-term)
- Equity
Select the as-of date to view the balance sheet for that date.
Cash Flow Tab
Shows how cash moved through your business:
- Cash from operations
- Cash from investing activities
- Cash from financing activities
- Net change in cash
Use the date range controls to select the period you want to analyze.
Good to know: These statements pull data directly from your connected accounting software. They reflect what is in your accounting system — if data is missing or incorrect there, it will be missing or incorrect here too.
Coming Soon Features
The following features are planned but not yet available:
Sync Schedule
Currently, syncing is manual only. Automated sync schedules (hourly, daily) are coming in a future update.
Email Notifications
Email alerts for sync errors and completions are not yet available. You can check sync status manually on the Overview tab.
Account Mapping
Custom mapping of autoGMS transaction categories to your chart of accounts is not yet available. The integration uses default mappings based on your accounting platform.
Disconnecting Your Accounting Software
If you need to disconnect:
- On the Accounting page Overview tab, click Disconnect.
- A confirmation dialog appears warning you about disconnection.
- Click Disconnect to confirm.
What happens:
- autoGMS stops syncing data with that platform.
- The additional tabs (Income Statement, Balance Sheet, Cash Flow) become unavailable.
- Your existing data in the accounting software is NOT deleted.
- You can reconnect at any time by going through the setup process again.
Troubleshooting
"Connection expired" or authorization errors
What it means: The authorization token for your accounting software has expired.
How to fix it:
- Disconnect the current connection.
- Reconnect by clicking Get Started and going through the authorization process again.
Sync errors appearing
What it means: Some records failed to sync.
How to fix it:
- Check the Errors section on the Overview tab for details.
- The error message will indicate what went wrong (e.g., missing required field, duplicate record).
- Fix the issue in your accounting software.
- Click Refresh to retry the sync.
Metrics not appearing
What it means: Your accounting software may not have enough data, or the connection is still initializing.
How to fix it:
- Wait a few minutes for the initial sync to complete.
- Click Refresh to check for updates.
- Verify your accounting software has transactions entered.
"Sync Health: Degraded" or "Failing"
What it means: Multiple sync attempts have failed.
How to fix it:
- Check the Errors section for specific failure reasons.
- Review your accounting software for any issues.
- If errors persist, try disconnecting and reconnecting.
Tips and Best Practices
-
Connect early. The sooner you connect your accounting software, the more historical data will be available.
-
Check sync status regularly. Even with a healthy connection, glance at the sync stats weekly to catch any issues early.
-
Keep your accounting software up to date. The data shown in autoGMS is only as good as the data in your accounting software.
-
Use the financial statement tabs. Once connected, the Income Statement, Balance Sheet, and Cash Flow tabs give you quick access to key financial reports without leaving autoGMS.
Frequently Asked Questions
Does autoGMS write data back to my accounting software?
Currently, the integration is read-only. autoGMS pulls data from your accounting software but does not push data back. Future updates may add write capabilities.
What data is synced?
The integration syncs financial statement data: revenue, expenses, assets, liabilities, and equity accounts. Individual transaction-level data may vary by platform.
Is my data secure?
Yes. The integration uses Rutter, a secure financial data platform. All connections use OAuth 2.0 authentication, and data is encrypted in transit. autoGMS never stores your accounting software credentials.
Can I connect multiple garages to the same accounting account?
Yes. Each garage can be connected to the same accounting software account. Data is associated with the specific garage.
What if I use different accounting software?
Currently, Xero, QuickBooks, and Sage are supported. If you use a different platform, the integration is not available. You can still use autoGMS's built-in financial reports (Profit & Loss, Aged Receivables, etc.) which work independently.
How often does data sync?
Currently, sync is manual only. Click Refresh on the Overview tab to pull the latest data. Automated sync schedules are coming in a future update.
Quick Reference
| I want to... | Go here | Do this |
|---|---|---|
| Connect accounting software | Accounting → Get Started | Select platform, authorize |
| Check connection status | Accounting → Overview | View connection header |
| View sync health | Overview → Sync Statistics | Check Items Synced, Errors |
| Refresh data | Overview → Refresh button | Pulls latest from accounting |
| View income statement | Income Statement tab | See P&L from accounting |
| View balance sheet | Balance Sheet tab | See financial position |
| View cash flow | Cash Flow tab | See cash movements |
| See sync history | Overview → Sync History | View past sync events |
| See sync errors | Overview → Errors | View failed syncs |
| Disconnect platform | Overview → Disconnect | Removes connection |