Automate Keap & Xero

Stop paying for mismatched spreadsheets. Sync data between Keap 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 ["Keap"]
        T1(["Get Affiliates"])
    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 Keap and Xero operate independently, sales teams often face the challenge of manually entering customer payment details into Xero after a sale is closed in Keap. This leads to discrepancies in accounts receivable, as invoices may not reflect the most current payment status. For instance, if a customer pays via Keap but the finance team doesn't receive that update in Xero, they may send out reminders for payments that have already been settled, wasting valuable time and resources.

Top Ways to Automate Keap & Xero

Automated Invoice Creation: Seamlessly generate invoices in Xero based on sales data captured in Keap, ensuring accurate billing and reducing manual entry errors.
Real-Time Financial Updates: Sync customer payment statuses and financial records between Keap and Xero, providing your sales team with immediate access to up-to-date financial information.
Streamlined Customer Management: Automatically update customer records in both platforms when changes occur, ensuring consistency and accuracy across your business operations.

How to Build the Keap → Xero Sync

In Keap, navigate to the 'Settings' section and select 'Webhooks'. Create a new webhook that listens for the 'Invoice Paid' event.
Set the webhook URL to your server endpoint that will handle incoming requests, for example, https://yourserver.com/api/keap/invoice-paid.
In your server code, extract the payload data from the webhook request. Focus on fields such as invoiceId, customerId, and amountPaid.
Use the extracted data to construct a POST request to the Xero API endpoint for invoices: https://api.xero.com/api.xro/2.0/Invoices.
In your POST request, include the necessary headers for authentication and the body should contain the invoice details, including InvoiceID, CustomerID, and Amount to reflect the payment.
Test the integration by processing a payment in Keap and verifying that the corresponding invoice in Xero updates accordingly.

Developer Warnings & API Gotchas

Ensure that the customerId in Keap matches the CustomerID in Xero. Mismatched IDs can lead to failed invoice updates.
Be cautious with the amountPaid field; if the payment amount does not match the invoice total, Xero may reject the update, causing confusion in financial records.
Check the data types of fields being sent to Xero; for instance, ensure that amountPaid is formatted as a decimal in the payload to avoid parsing errors.

Supported API Operations

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

When this happens in Keap... Get Affiliates

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Keap... Get Companies

Do this in Xero Add Note to Invoice
When this happens in Keap... Get Contact

Do this in Xero Add or Update Stock Items
When this happens in Keap... Get Custom Fields

Do this in Xero Allocate Credit Note to Invoice
When this happens in Keap... Get Tags

Do this in Xero Create Account

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