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This article explains how customer deposits are synchronised from Workshop Software to MYOB AccountRight and QuickBooks Online (QBO), what accounting records are created, and the Chart of Accounts configuration required for customer deposits.
Overview
When the MYOB AccountRight or QuickBooks Online integration is enabled, customer deposits taken in Workshop Software are automatically synchronised to your accounting system.
Unlike Xero, both MYOB AccountRight and QuickBooks Online support the direct deletion of deposit records through their APIs. If a customer deposit is refunded in Workshop Software, the corresponding records are automatically removed from your accounting software. No manual cleanup is required.
How customer deposits appear in MYOB
When a customer deposit is received in Workshop Software, MYOB automatically creates the following records:
- A Service Invoice (Sale > Invoice > Service) to record the customer deposit as a customer credit.
- A Customer Payment, which applies the payment against the customer credit.
When the job is invoiced and the final sales invoice is created in MYOB, the customer credit is automatically applied to the invoice. This reduces the outstanding balance by the amount of the deposit, leaving only the remaining amount payable.
Terminal deposits with surcharges
If a deposit is taken using a payment terminal and includes a surcharge:
- The deposit amount is recorded through the deposit transaction.
- The surcharge is added as a separate line item on the final sales invoice.
- This allows MYOB to recognise surcharge income separately from the customer deposit liability.
Refunding customer deposits
If a customer deposit is refunded in Workshop Software:
- The associated Service Invoice is removed from MYOB.
- The associated Customer Payment is also removed automatically.
No manual adjustments are required in MYOB.
Required MYOB account configuration
Ensure the following accounts are configured in your Workshop Software MYOB integration settings.
| Setting | Account Type | Purpose |
|---|
| Customer Credit Refund Account | Bank | Used as the bank account when customer deposits are received and when deposit refunds are processed. |
| WorkshopPay Surcharge Account | Income | Records surcharge income from terminal deposit payments. |
Setting up a Customer Prepayments account in MYOB
Customer deposits should be recorded as a Current Liability, as they represent money received for goods or services that have not yet been supplied.
To create the account in MYOB:
- Open Accounts.
- Select Accounts List.
- Click New.
- Choose Liability as the account classification.
- Create a Detail Account.
- Enter an appropriate account number (following your existing numbering structure).
- Name the account Customer Prepayments, Customer Deposits, or another suitable name.
- Save the account.
Recommended account setup
| Field | Value |
| Account Classification | Liability |
| Account Type | Current Liability (Detail Account) |
| Account Name | Customer Prepayments (or Customer Deposits) |
Using a Current Liability account ensures customer deposits remain on the balance sheet until the related sales invoice is created and the deposit is applied.
QuickBooks Online account setup required
The standard QuickBooks Online (QBO) integration setup applies.
For customer deposits, ensure the following accounts are configured in Workshop Software.
| Setting | Account Type | Purpose |
|---|---|---|
| Customer Payment Account | Bank | The bank account used to receive customer deposits and process deposit refunds. In QuickBooks Online sandbox companies, you can typically use the default Checking or Business Bank Account. |
| WorkshopPay Surcharge Account (terminal deposits only) | Income | Records surcharge income for terminal payments. The account should use an Income detail type, such as Sales of Product Income or another income-related type. |
Important: QuickBooks Online only allows invoice line items to be posted to Income accounts. If the WorkshopPay Surcharge Account is configured with any other account type, surcharge lines will fail to upload to QuickBooks Online.
GOOD TO KNOW
- MYOB has a 600-record cap and a 30-minute cooldown per sync run. Deposit syncs are subject
to the same limits as other MYOB syncs. - QBO uses sequential integer transaction IDs (e.g. 1597), unlike Xero which uses GUIDs.
Workshop Software stores QBO's integer ID in the qbo_id column on the deposit. - For both MYOB and QBO, deposit refund is fully programmatic - no human cleanup required,
unlike Xero's manual-removal pattern. - For multi-deposit job cards, all deposits upload to MYOB/QBO and allocate cleanly when the job
card is processed. If you take 3 deposits totalling $1,500 and process the invoice, all 3 records
show as allocated against the invoice in your accounting package.
Frequently Asked Questions
My deposit synced to QBO but it's still Unapplied after I processed the invoice. Why?
QBO has a 1-minute internal pause between uploading the invoice and allocating any pending Unapplied
Payments. Wait 2-3 minutes after processing the invoice - the Payment should flip to Closed.
How does MYOB handle the surcharge for terminal deposits?
The surcharge is recorded as a separate line item on the sales invoice (not the deposit invoice). This
keeps the deposit liability and the surcharge income on separate ledger entries.
Can I take a deposit if my MYOB or QBO integration is offline?
Yes. The deposit is queued for sync. When the integration comes back online and you trigger a manual
sync, the deposit (and any other queued records) flow through.
