You likely started using Xero because you wanted to streamline your accounting processes. The software promises to help you spend less time in the books so you can get back to what you love, after all. But what happens when your accounting tool isn't talking to your other apps?
Copying and pasting invoice details or tracking down your teammates to pass on sales info effectively throws all your streamlining efforts out the window. Let Xero do its job by using automation to bridge that communication gap. With Zapier's automated workflows—we call them Zaps—you can easily connect your Xero with your business-critical tools.
Simplify your accounting even as your business grows with these automated workflows.
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Create invoices with details from other apps
No matter what you're selling, invoices are probably a critical part of your accounting workflows. But if you're generating a lot of sales—the dream!—building out those invoices can consume a significant portion of your day. Make it easier for your accounting team to scale their work along with your sales by automating it.
If you use a sales or eCommerce app to make sales—like Stripe, PayPal, or Shopify—or even if you use a humble spreadsheet, Zapier can help you automatically create invoices in Xero from payments, orders, and sales.
Create Xero invoices from new Google Sheets rows
Google Sheets + Xero
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Set up this Zap to streamline your invoicing workflows. Once this integration is active, simply add data to a new row in a specified Google Sheets spreadsheet and a Xero invoice will be generated automatically. Manage your invoices without ever leaving Google Sheets!
Create Xero invoices for new Stripe payments
Stripe + Xero
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Automatically created paid invoices in Xero when your Stripe customers are charged with this Stripe Xero integration. After you set up this integration, every time there is a new Stripe charge, a new Xero invoice is created. It's automatic accounting at its best.
Create Xero invoices for new WooCommerce orders
WooCommerce + Xero
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If you manage your online store with WooCommerce and your books with Xero, this integration is here to make the two systems work in harmony. Each time you make a sale with WooCommerce, an invoice will be automatically generated for you in Xero.
Create Xero invoices for new Shopify paid orders
Shopify + Xero
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Instead of manually copying and pasting data to create a new invoice in Xero every time a new order is placed on Shopify, use Zapier to create new invoices for you. Once you integrate these two applications, from that point forward, new orders on Shopify will automatically have matching invoices in Xero.
But what happens if an invoice needs adjusting? Sometimes, orders might change in other apps, like if there are added shipping fees or a customer requests a refund on a product. When that happens, you'll want to update your sales invoices accordingly so your records are up to date.
The moment an order gets updated in Shopify or WooCommerce, these Zaps will update its corresponding invoice in Xero:
Update Xero invoices when Shopify orders are updated
Shopify + Xero
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Keeping track of order updates manually can be a hassle. This Zap ensures your Xero invoices are always current by automatically updating them whenever an order is updated in Shopify. It first finds the corresponding invoice in Xero and then updates it with any changes, such as added shipping fees or discounts. This integration saves you time and reduces errors, ensuring your financial records are accurate and up-to-date.
Update Xero invoices from WooCommerce order changes
WooCommerce + Xero
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Managing order changes manually can be time-consuming and error-prone. This Zap automatically updates your Xero sales invoices whenever a new order is placed in WooCommerce. It finds the corresponding item in Xero and updates the invoice with any changes, such as added shipping fees or discounts. Streamline your workflow and ensure your financial records are always accurate and up-to-date with this seamless integration.
Add credit notes to Xero invoices from Shopify updates
Shopify + Xero
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Handling refunds and ensuring accurate accounting can be complex. This Zap simplifies the process by automatically allocating credit notes to invoices in Xero whenever a new refund is processed in Shopify. It finds the corresponding invoice in Xero and allocates the appropriate credit note, ensuring your financial records are accurate and up-to-date, saving you time and reducing manual errors.
Track payments and invoices
A big part of accounting is accounting for your payments and sales. Adding your sales data to a spreadsheet or database app can make it easier to share data with other teams who may not have access to your accounting app.
By logging all invoices and payments into a spreadsheet, you can have all the relevant data you need in one place, formatted just the way you want. Set up your spreadsheet just the way you want it, and customize the data that goes into each column. It also makes a great backup, just in case.
Save new Xero invoices to Google Sheets rows
Xero + Google Sheets
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Collaborating with clients and the team in real time can be a challenge with typical accounting software. With this Xero-Google Sheets integration, you'll automatically save new Xero invoices to a Google Sheets spreadsheet row and easily share updates!
Add rows in Google Sheets from new Xero payments
Xero + Google Sheets
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Want to make sure you don't lose track of any payments? With this Zap, you can automatically build out a payments database in Google Sheets, keeping track of all your Xero payments in an easy to read, easy to find location.
Create Airtable records from new sales invoices in Xero
Xero + Airtable
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This integration creates Airtable records from new sales invoices in Xero.
Create Airtable records from new Xero payments
Xero + Airtable
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With this Zap, there's no more need to copy and paste payment information into Airtable—Zapier will do it for you! Whenever you receive a new payment through Xero, Zapier will take the information, like name, amount, date, etc., and create a new record in Airtable, giving you the tools to create a payments database.
Manage your customer and product information
While Xero is your first port of call for all your accounting needs, you still need a way to sync your contacts—and any new products you're selling—across your different tools.
You might need to add new Xero customers to your CRM, for example, so your sales and marketing teams can reach out accordingly. Or maybe you've just added a new product to your online store, and you want to reflect that new inventory in Xero. Whatever the case, these Zaps will do the heavy lifting for you:
Create contacts in HubSpot from Xero contacts
Xero + HubSpot
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Maintaining consistent contact information across platforms can be challenging. This Zap ensures that any new or updated contact in Xero is automatically created or updated in HubSpot. By keeping your contacts synchronized, you can streamline communication, improve customer relationship management, and ensure that your sales and marketing teams always have the most current information.
Create Salesforce contacts when Xero contacts are created or updated
Xero + Salesforce
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Keeping contact information up-to-date across multiple platforms can be tedious and time-consuming. This Zap automates the process by creating new contacts in Salesforce whenever a new or updated contact is detected in Xero. This integration ensures that your sales team always has access to the latest contact information, improving efficiency and reducing the risk of data discrepancies.
Find or create items in Xero when new WooCommerce products are created
WooCommerce + Xero
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Managing product inventory across different platforms can be challenging and time-consuming. This Zap ensures that every new or updated product in WooCommerce is automatically found or created in Xero. If the item is not found, it is created. By synchronizing your product data between WooCommerce and Xero, you can streamline inventory management, reduce manual data entry, and ensure accurate and up-to-date records in both systems.
Find or create items in Xero from Shopify products
Shopify + Xero
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Keeping product data synchronized between Shopify and Xero can be tedious and prone to errors. This Zap automates the process by finding the matching items in Xero whenever a new product is added in Shopify. If the item is not found, it will create one. By using this integration, you can streamline your inventory management, reduce manual data entry, and ensure that your product information is always accurate and up-to-date in both systems.
Use webhooks with Xero
Zapier connects to thousands of apps, but there may be tools you use that don't have a Zapier integration. In that case, you'll want to use a webhook to push info from your apps to Xero.
For example, if you process sales through an eCommerce app that doesn't integrate directly with Xero or Zapier. Rather than manually adding the sales information in Xero, you can create a webhook that automatically looks for new sales and sends them over to Xero. Use these Zaps to get started.
Relay Webhook messages posted to a web server as new Xero invoices
Webhooks by Zapier + Xero
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This Zapier automation lets you get the Xero data you want without the hassle of polling. Every time the desired action is completed, the Webhook catches the change and creates a new invoice in Xero.
Catch new webhooks and create or update contacts in Xero
Webhooks by Zapier + Xero
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If you have info available through webhooks that also belongs in your accounting tool, this integration can connect your tools. Once active, it will automatically catch POSTs from a specific URL and create/update a contact in Xero with all the information you need.
Keep your team in the loop
Need to share accounting updates across teams? Keep everyone on the same page about payments and invoices by posting about them in Slack or sending them to the right inbox. That way, important information is shared right away so follow-up can happen more quickly—without you having to nag anyone.
Try one of these Zaps to automatically send Slack messages to a specific Slack channel or an email for every new Xero payment or invoice.
Send Slack channel messages for new payments in Xero
Xero + Slack
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When you receive new payments from customers, you'll want to share the good news with your team. This integration helps by automatically sending a channel message in Slack with the new payment details from Xero. It's never been so effortless to share the good news.
Send Gmail messages when new payments are received in Xero
Xero + Gmail
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Want to keep certain stakeholders in the loop about payments? Or your entire team? This integration will automatically send Gmail messages to certain recipients whenever new payments are received in Xero. That way, essential team communication is taken care of for you.
Get Slack alert messages for new Xero invoices
Xero + Slack
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Keep close tabs on invoice activity by sending invoice alerts straight to your Slack channel. This Xero Slack integration will alert you when new invoices are created in Xero without the hassle of having to constantly check Xero.
Automate your accounting
Accounting is a critical part of running a business—and that business can't scale unless your accounting processes do, too. Automate your manual accounting tasks so you can focus on what matters most—your customers and clients.
New to Zapier? It's workflow automation software that lets you focus on what matters. Combine user interfaces, data tables, and logic with thousands of apps to build and automate anything you can imagine. Sign up for free to use this app, and thousands more, with Zapier.
This article was originally published in December 2022. It was most recently updated in June 2024.
