Frequently Asked Questions


What is CloudDesk?
CloudDesk comes in two varieties - CloudDesk User Reporting and CloudDesk Database.

CloudDesk User Reporting allows you to grant users in your organisation the right to run selected Xero reports.


CloudDesk Database is a desktop app which downloads your data from Xero, WorkflowMax and Vend into a Microsoft Access database, and provides functionality for easily working with your data in Excel.
Do users need "Reporting" access in Xero?
With CloudDesk User Reporting, a Xero user with Reporting access needs to set up the initial connection between CloudDesk and Xero. Individual users who are invited to access reports do not need Xero Reporting rights, as they are receiving delegated access from the initial connection.

CloudDesk Database requires Xero user accounts with Reporting access.
Are CloudDesk reports the same as Xero reports?
The short answer is no. The philosophy behind CloudDesk User Reports is to allow company owners/managers to grant access to selected information to other people to enable them to do their job.
While Xero's reporting functionality is very extensive, it does not provide users with different access levels to information. With CloudDesk you can give your credit controller access to Aged Receivables and give your accounts officer access to aged payables. Neither of them need access to your P&L and Balance Sheet!
What Xero reports can I access with CloudDesk User Reporting?
With CloudDesk User Reporting you can currently provide access to Aged Receivables and Aged Payables reports, or a Profit & Loss report for selected Tracking Categories (useful for allowing a branch manager or sales manager to run their own P&L).

If there are other reports you would like to see, we would love to hear from you at support@clouddesk.co.nz.
Why do I get an error message when I use CloudDesk User Reporting?
Error messages are usually due to one of the following reasons:
  • You are not logged into the CloudDesk website
    Log in then try refreshing your page.

  • You are trying to access a report or organisation that you are not authorised for
    You cannot view reports that you have not been given access to, and you cannot view information about organisations or tracking categories that you have not been invited to.

  • The Xero user account that the organisation is connected to does not have a Reporting user role in Xero
    Ask someone in your organisation with Adviser or Reporting access to set up the connection from CloudDesk to Xero.

  • The Xero keys have not been entered in CloudDesk for your organisation
    Click on Organisations from the top menu bar then choose Options > Enter Xero Consumer Key and Secret to enter the info you obtain when you register CloudDesk against your Xero account.

If you have an error that you are unsure about, please drop us a line at support@clouddesk.co.nz.
Can I install CloudDesk on more than one PC?
Yes, CloudDesk Database can be installed on as many PCs as you like. CloudDesk User Reporting is a completely online solution, therefore no installation is required and you can use it on as many devices as you like.
How much does CloudDesk cost?
From 1 August 2016 we are making CloudDesk's reporting tools available free of charge!

Ongoing hosting and development is supported by Google Ads, or you can make a small one-off payment to remove ads.
Is support available?
You can view our video tutorials to help get up and running.

If you need assistance getting set up, drop us an email and we can help with any set-up problems free of charge.

If you need help with custom Xero integration or Access/spreadsheet development there may be a charge for this service depending on your needs. A quote will always be provided before any charges are incurred.

Contact us via our contact page or email us at support@clouddesk.co.nz with your questions.
What version of Windows does CloudDesk work with?
CloudDesk Database is designed for Windows 8 and Office 2013, but is also compatible with earlier versions. Due to the large numbers of different combinations of software, we suggest that you sign up and give it a try to see if it works on your PC. Why not ... it's free after all!

CloudDesk User Reporting is a completely online solution that can be used on virtually any device.
Do I need Microsoft Office?
With CloudDesk Database you only need Office if you want to use the Export to Excel feature. You can use the other features such as creating zip archives and the SQL creator without Office.

CloudDesk User Reporting is a completely online solution that can be used on virtually any device.
Do I need Microsoft Access?
CloudDesk Database stores your data in a a separate Microsoft Access database for each organisation you connect to. If you have Access or Access Runtime on your PC already, you only need to run the CloudDesk installer.

If you do not have Access or Access Runtime download the free Microsoft Access Runtime installer from the Official Microsoft Download Center (be sure to select the x86 installer, even if you have a 64-bit operating system).

If you do have the full version of Access, you can easily work with the CloudDesk data tables holding your Xero, Vend or WorkflowMax using the query and report builders, or joining the data with your other Access databases.

CloudDesk User Reporting is a completely online solution that can be used on virtually any device.
Does CloudDesk work on Apple OS?
CloudDesk Database is designed to work on Windows, but you could give it a go using Parallels.

CloudDesk User Reporting is a completely online solution that can be used on virtually any device.


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