SyncMatrix.
Monday logo + Xero logo

Automate Monday & Xero

Stop paying for mismatched spreadsheets. Sync data between Monday 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 ["Monday"]
        T1(["Any Column Value Changed in Board"])
    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 Monday and Xero operate independently, project managers often find themselves manually entering invoice data into Xero after tracking time and expenses in Monday. This leads to discrepancies in billing hours, as team members may forget to log their time accurately. As a result, finance teams waste hours reconciling these records, leading to delayed invoicing and potential cash flow issues.

Top Ways to Automate Monday & Xero

  • Automated Invoice Creation: Streamline your billing process by automatically generating invoices in Xero based on project milestones tracked in monday.com, ensuring timely and accurate billing.
  • Real-Time Budget Tracking: Sync project budgets from monday.com with financial data in Xero, allowing teams to monitor expenses in real-time and make informed financial decisions without manual updates.
  • Seamless Expense Reporting: Automatically transfer expense data recorded in monday.com to Xero for effortless financial reporting, reducing administrative workload and minimizing errors.

How to Build the Monday → Xero Sync

  1. In Monday, create a new board to track project time entries.
  2. Set up a Standard Webhook to listen for changes on the time tracking column. The endpoint will be: https://api.monday.com/v2/webhooks.
  3. Configure the webhook to trigger on item updates, specifically when the status changes to 'Completed'.
  4. In the webhook payload, extract the relevant data: item_id, column_values (including time tracked and project details).
  5. Use the extracted data to format a POST request to Xero’s API endpoint: https://api.xero.com/api.xro/2.0/Invoices.
  6. Ensure the POST request includes the necessary headers for authentication and the formatted invoice data, including the amount_due and due_date.
  7. Test the integration by updating a time entry in Monday and verifying that the invoice is created in Xero.

Developer Warnings & API Gotchas

  • Ensure that the time format in Monday matches Xero's expected format; discrepancies can lead to failed invoice creation.
  • Be cautious with the mapping of project IDs; if they do not match between Monday and Xero, invoices may get assigned to the wrong projects.
  • Double-check the authentication tokens for both systems; a mismatch can cause the POST request to fail silently, making debugging difficult.

Supported API Operations

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

  • When this happens in Monday... Any Column Value Changed in Board
    Do this in Xero Add Items to Existing Sales Invoice
  • When this happens in Monday... Board Columns - Dynamic
    Do this in Xero Add Note to Invoice
  • When this happens in Monday... Board Columns For Search - Dynamic
    Do this in Xero Add or Update Stock Items
  • When this happens in Monday... Board Date Columns - Dynamic
    Do this in Xero Allocate Credit Note to Invoice
  • When this happens in Monday... Board Dropdown Columns - Dynamic
    Do this in Xero Create Account

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