Automate Google Calendar & Xero

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

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Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Google Calendar"]
        T1(["Event Cancelled"])
    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 Google Calendar and Xero operate independently, critical appointment data can be lost during manual entry. For example, if a sales team schedules a client meeting in Google Calendar but fails to log the corresponding invoice in Xero, the finance team may miss billing opportunities. This results in wasted hours as team members manually cross-reference calendars and invoices, leading to frustration and potential revenue loss.

Top Ways to Automate Google Calendar & Xero

Automated Appointment Scheduling: Sync Google Calendar with Xero to automatically create invoices based on scheduled appointments, ensuring that all billable hours are accurately captured and billed without manual entry.
Real-Time Financial Updates: Instantly update Xero with changes made in Google Calendar, such as rescheduled meetings or new appointments, ensuring that your financial records reflect the most current information.
Streamlined Client Communication: Automatically send reminders and follow-ups to clients via email when appointments are created or modified in Google Calendar, enhancing client engagement and reducing no-shows.

How to Build the Google Calendar → Xero Sync

Set up a standard webhook in Google Calendar to listen for the 'event.created' trigger.
Configure the webhook to send a payload containing the event details, specifically the 'summary', 'start', and 'end' fields.
In your application, parse the incoming webhook payload to extract the 'summary', 'start', and 'end' data.
Use the Xero REST API endpoint '/api.xro/2.0/Invoices' to create a new invoice.
Map the extracted Google Calendar data to the Xero invoice fields: use 'summary' for the invoice description, 'start' for the invoice date, and 'end' for the due date.
POST the constructed JSON payload to Xero, ensuring to include the necessary authentication headers.

Developer Warnings & API Gotchas

Ensure that the 'start' and 'end' fields from Google Calendar are in the correct date format for Xero; otherwise, the API will reject the request.
Be cautious of overlapping events in Google Calendar, as multiple invoices may be created for the same client if not properly deduplicated.
Verify that the 'summary' field does not exceed Xero's character limits for invoice descriptions, which could cause the API call to fail.

Supported API Operations

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

When this happens in Google Calendar... Event Cancelled

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Google Calendar... Event Ended

Do this in Xero Add Note to Invoice
When this happens in Google Calendar... Event Ended (Legacy)

Do this in Xero Add or Update Stock Items
When this happens in Google Calendar... Event Start

Do this in Xero Allocate Credit Note to Invoice
When this happens in Google Calendar... Fetch Custom Actions

Do this in Xero Create Account

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