Automate Acuity Scheduling & Xero

Stop paying for mismatched spreadsheets. Sync data between Acuity Scheduling and Xero in real-time, so you can manage your operations without the busywork.

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Secure Data Transfer

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How the Data Flows

graph LR
    subgraph Source ["Acuity Scheduling"]
        T1(["Appointment Canceled"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Xero"]
        A1(["Add Items to Existing Sales Invoice"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Acuity Scheduling and Xero operate independently, appointment data can fall through the cracks, leading to lost revenue opportunities. For example, when a client books an appointment, the details like date, time, and client information must be manually entered into Xero for invoicing. This manual entry often results in errors such as incorrect billing details or missed appointments, wasting valuable time for the accounting team who must reconcile these discrepancies after the fact.

Top Ways to Automate Acuity Scheduling & Xero

Automated Invoice Generation: Instantly create and send invoices in Xero whenever a new appointment is scheduled in Acuity, ensuring accurate billing and timely payments.
Real-Time Payment Updates: Automatically update appointment statuses in Acuity based on payment confirmations received in Xero, reducing administrative overhead and enhancing client communication.
Comprehensive Financial Reporting: Sync client data and appointment details from Acuity to Xero for streamlined financial reporting, allowing for better insights into business performance and cash flow management.

How to Build the Acuity Scheduling → Xero Sync

In Acuity Scheduling, navigate to the Webhooks section and create a new webhook. Set the trigger to 'Appointment Scheduled'.
Configure the webhook to POST to your integration endpoint, which should listen for the following payload data: { "id": "appointment_id", "date": "appointment_date", "client": { "name": "client_name", "email": "client_email" } }.
In your integration endpoint, extract the appointment details from the received payload.
Use the Xero API to create a new invoice. Make a POST request to https://api.xero.com/api.xro/2.0/Invoices with the extracted data formatted as follows: { "Type": "ACCREC", "Contact": { "Name": "client_name", "EmailAddress": "client_email" }, "Date": "appointment_date", "LineItems": [{ "Description": "Appointment", "Quantity": 1, "UnitAmount": appointment_fee }] }.
Test the integration by scheduling a new appointment in Acuity and verifying that the invoice appears correctly in Xero.

Developer Warnings & API Gotchas

Ensure that the client email in the Acuity payload matches the email format required by Xero; otherwise, the invoice creation will fail.
When extracting the appointment date, confirm the timezone is correctly handled, as Xero may require dates in UTC format.
Be cautious of duplicate invoice entries; implement logic to check if an invoice for the same appointment already exists in Xero before creating a new one.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Acuity Scheduling... Appointment Canceled

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Acuity Scheduling... Appointment Rescheduled

Do this in Xero Add Note to Invoice
When this happens in Acuity Scheduling... Appointment Start

Do this in Xero Add or Update Stock Items
When this happens in Acuity Scheduling... Appointment Types

Do this in Xero Allocate Credit Note to Invoice
When this happens in Acuity Scheduling... Fetch Custom Actions

Do this in Xero Create Account

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I can see you're looking at mapping Acuity Scheduling to Xero. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?