How to use Zapier with Xero

Using Zapier with Xero lets you automate accounting tasks like creating invoices, updating contacts, and syncing payments between apps. This step-by-step guide walks you through connecting your Xero account, building your first automation, and troubleshooting common issues so you can streamline your workflows.

Before you start with Zapier and Xero

Before creating your first automation, check that Xero and Zapier meet the basic connection requirements.

• You have an active Xero account with permission to connect third-party apps.
• You have a Zapier account with access to create and edit Zaps.
• You are able to log in to Xero in a separate browser tab.
• You know which Xero organization you want to connect if you manage more than one.

Confirm these items first, as they’re needed to complete the authorization process between the two platforms.

How to connect Xero to Zapier

The first step is to securely connect your Xero account inside your Zapier account. You only need to do this once per Xero organization.

1. Sign in to your Zapier account.

2. Open any Zap that uses Xero or create a new Zap and select a Xero trigger or action.

3. In the account field, click Connect a new account.

4. A new window will open and take you to Xero’s login page.

5. Log in to Xero and, if prompted, choose the Xero organization you want to connect.

6. Review the access request and click Allow access to authorize Zapier.

After authorization, Zapier will list your Xero account as a connected app. You can reuse this connection across multiple Zaps without reconnecting, unless you revoke access or change permissions inside Xero.

Creating your first Xero Zap in Zapier

Once your accounts are linked, you can create automated workflows, called Zaps. A Zap connects a trigger in one app to one or more actions in Xero.

Step 1: Choose your Zapier trigger app

Decide what will start the workflow. Common trigger apps include:

• Form tools (for example, a new client submission).
• CRM systems (for example, a new deal won).
• Ecommerce platforms (for example, a new paid order).

In your Zap editor:

1. Select the trigger app.

2. Choose the event that should start the Zap, such as “New Contact” or “New Order”.

3. Connect the trigger app account if you haven’t already.

4. Test the trigger step to pull in sample data.

Step 2: Add a Xero action in Zapier

Next, define what should happen in Xero after the trigger runs.

1. Click + to add a new action step.

2. Select Xero as the action app.

3. Choose an action event, such as:

   • Create Contact
   • Create Invoice
   • Create Bill
   • Find Contact
   • Find or Create Contact

4. Select your connected Xero account.

5. Choose the Xero organization if you have more than one.

Each action type exposes different fields you can map from your trigger data.

Step 3: Map fields between Zapier and Xero

Field mapping controls which data from the trigger app is sent into Xero.

1. In the action setup screen, click into any field, such as Contact Name or Email.

2. From the dropdown, select fields from your trigger step (for example, a form’s name or an ecommerce customer email).

3. Use static text where appropriate, such as default invoice descriptions or reference numbers.

4. Review required fields, which must be filled for Xero to accept the action.

When you’re done, click Test step to send a sample record to Xero. Verify that the contact, invoice, or bill appears correctly in your Xero organization before turning the Zap on.

Popular Zapier use cases for Xero

You can create many different workflows using Xero and Zapier. Below are some common examples that align with the Xero integration behavior.

• Automatic invoice creation: When a new deal is marked as won in your CRM, create a matching invoice in Xero.
• Sync new customers: When a new customer signs up through a form or storefront, create or update a contact in Xero.
• Bills and expenses: Send new expense submissions from forms or project tools into Xero as bills.
• Contact enrichment: When a contact is updated in another app, update the corresponding Xero contact where possible.

Each of these workflows uses a trigger in another app and one or more Xero actions inside Zapier.

Managing Xero connections in Zapier

Over time you may need to manage the connection between the two services, especially if you change passwords or permissions.

Reconnect or update your Xero account

If a Zap shows an authentication error for Xero, take these steps:

1. Open the affected Zap inside your Zapier account.

2. Locate the Xero step that is failing.

3. Click the account dropdown and choose Reconnect or Connect a new account.

4. Complete the Xero login and authorization process again.

5. Test the step to confirm the reconnection is working.

If you removed Zapier’s access from inside Xero, you’ll need to grant access again the next time you connect an account in the Zap editor.

Switch Xero organizations in Zapier

If your Xero login has access to multiple organizations, you can choose which one a specific Zap uses.

1. Open the Zap containing your Xero step.

2. In the action settings, confirm you’re using the correct Xero account connection.

3. Look for an Organization dropdown and select the relevant organization.

4. Retest the step to send data to that specific Xero organization.

Each Zap step using Xero can target a different organization, as long as your connected account has permission.

Troubleshooting Xero errors in Zapier

When an action fails, the Zap run log will show an error message. Use it to identify what went wrong and how to fix it.

Check required fields and formats

Many Xero errors come from missing or incorrectly structured data. To resolve them:

• Review required fields in the Xero step and make sure each has mapped data.
• Verify data formats, such as valid email addresses, date formats, and currency values.
• Confirm tax settings when creating invoices or bills, matching what Xero expects for your region.

Confirm permissions and access

Some actions require specific permissions inside Xero:

• Ensure your Xero user can create invoices, contacts, or bills.
• Check that the organization isn’t archived or restricted.
• Reconnect your account if permissions have changed recently.

If errors continue, run another test in the Zap editor and compare the error details with Xero’s help documentation.

Where to find more help for Xero and Zapier

For detailed integration behavior, supported triggers and actions, and up-to-date limitations, refer to the official Xero section in the Zapier help center at this Xero guide. It provides app-specific guidance maintained by the support team.

If you want strategic help designing more advanced automations or connecting Xero to a broader tech stack, you can also consult implementation specialists such as Consultevo, who focus on workflow and integration planning.

Once your first workflow is working smoothly, repeat the process for other financial tasks. By combining Xero with Zapier across multiple Zaps, you gain a flexible automation layer that reduces manual data entry, improves accuracy, and keeps your accounting system synchronized with the rest of your business tools.

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