Automate Asana & Xero

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

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Asana"]
        T1(["Completed Task"])
    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 Asana and Xero operate independently, project managers often face delays in invoicing due to manual data entry. For instance, when a project is marked as complete in Asana, the finance team must manually extract task completion data and input it into Xero to generate invoices. This process not only consumes valuable time but also increases the risk of human error, such as incorrect billing amounts or missing project details, leading to potential revenue loss and client dissatisfaction.

Top Ways to Automate Asana & Xero

Automated Invoice Generation: Seamlessly create invoices in Xero based on project milestones and tasks completed in Asana, ensuring timely billing and accurate financial tracking.
Real-Time Budget Tracking: Automatically update project budgets in Asana with financial data from Xero, allowing teams to monitor spending against project forecasts and make informed decisions.
Task-Driven Expense Management: Link expenses incurred in Xero to specific tasks in Asana, providing clear visibility into project costs and helping teams stay within budget.

How to Build the Asana → Xero Sync

Set up a webhook in Asana to listen for the 'task.completed' event. This will trigger whenever a task is marked complete.
In the webhook payload, extract the following data: task.id, task.name, and project.id.
Use the extracted task.id to retrieve additional details about the task, such as assignee and due_date, by making a GET request to https://app.asana.com/api/1.0/tasks/{task.id}.
Format the data for Xero by creating a JSON object that includes the task.name as the invoice description, assignee as the contact, and due_date as the invoice date.
POST this JSON object to Xero's API endpoint https://api.xero.com/api.xro/2.0/Invoices to create a new invoice.

Developer Warnings & API Gotchas

Ensure that the task.name does not exceed Xero's character limit for invoice descriptions, or it will result in a failed API call.
Be cautious with the date format; Xero requires dates in YYYY-MM-DD format, while Asana may provide it in a different format.
When retrieving task details, verify that the assignee exists in Xero as a contact; otherwise, the invoice creation will fail due to a missing reference.

Supported API Operations

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

When this happens in Asana... Completed Task

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Asana... Empty List

Do this in Xero Add Note to Invoice
When this happens in Asana... Empty Listing (Dynamic Dropdown)

Do this in Xero Add or Update Stock Items
When this happens in Asana... Fetch Custom Actions

Do this in Xero Allocate Credit Note to Invoice
When this happens in Asana... List Projects

Do this in Xero Create Account

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