How Zapier Connects to Xero: 5 Basics to Get Right
Zapier can link Xero to the hundreds of apps you already use.
Get these five things right first.
By Harvee Patterson, Trainee Accountant
Zapier is the glue between apps. It watches for something happening in one app (a trigger) and does something in another (an action), all without code. Connected to Xero, it can save hours of copying data between systems. Before you dive in, get these basics right.
1. Know your trigger and your action
Every automation, or “Zap”, is simply “when this happens, do that”. For example, when a new sale lands in your online store, create a draft invoice in Xero. Map the exact trigger and action on paper before you build anything.
2. Decide what should be automatic, and what should be reviewed
Not everything should post straight into Xero. To start with, create draft invoices or bills for a human to approve, rather than pushing them through automatically. You can loosen the reins once you trust it.
3. Guard against duplicates
This is the most common Zapier and Xero mistake. Use a unique reference such as an order number or email address, and add filters, so the same transaction is never created twice.
4. Keep your data clean and consistent
Zapier only moves what it is given. Consistent contact names, tax rates and account codes in Xero make your automations reliable. Garbage in, garbage out
5. Test with real data, then keep an eye on it
Run your Zap on a couple of real records and check Xero looks right before letting it loose. Then glance at the Zap history now and then to catch any errors early.
And when Zapier is not the answer: sometimes a native Xero integration or a purpose-built app, like Dext for receipts, is more robust than a Zap. Part of our job is helping you pick the right tool.
