Automate PandaDoc & Xero

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

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Custom API Integration

Secure Data Transfer

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How the Data Flows

graph LR
    subgraph Source ["PandaDoc"]
        T1(["Document Completed"])
    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 Pandadoc and Xero operate independently, sales teams often find themselves manually entering client data from signed documents into Xero. This leads to discrepancies in invoice details, such as incorrect billing addresses or missing line items, which can confuse accounting teams and delay payment processing. For instance, if a contract signed in Pandadoc includes a discount that isn't recorded in Xero, the finance team may issue invoices that don't reflect the agreed terms, causing frustration for both clients and staff.

Top Ways to Automate PandaDoc & Xero

Automated Document Generation: Instantly create and send invoices and contracts from PandaDoc using data pulled directly from Xero, eliminating manual entry and reducing errors.
Real-Time Financial Updates: Automatically sync payment statuses and customer information between Xero and PandaDoc, ensuring that your team always has access to the latest financial data for informed decision-making.
Streamlined Approval Processes: Set up automated workflows that route documents for approval based on predefined criteria, allowing for faster turnaround times and improved collaboration across departments.

How to Build the PandaDoc → Xero Sync

In Pandadoc, configure a webhook to trigger on the 'Document Signed' event. This will send a payload containing the document details.
Set the webhook URL to your integration endpoint, such as https://your-integration-server.com/pandadoc-webhook.
In your integration server, listen for incoming POST requests from the webhook. Extract the relevant data from the payload, specifically the client name, email, and any line items associated with the signed document.
Prepare a JSON object with the extracted data, ensuring that the line items are formatted according to Xero's API requirements.
Use the Xero API endpoint https://api.xero.com/api.xro/2.0/Invoices to create a new invoice. Ensure that you include the necessary headers for authentication and content type.
POST the JSON object to the Xero API to create the invoice. Confirm the response to ensure the invoice was successfully created.

Developer Warnings & API Gotchas

Ensure that the line items from Pandadoc are correctly mapped to Xero's item codes; mismatches can cause the invoice creation to fail.
Be cautious with date formats; Pandadoc may use a different format than Xero, leading to potential errors when creating invoices.
When extracting client information, verify that the email address is valid and formatted correctly, as Xero requires a specific format for contact details.

Supported API Operations

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

When this happens in PandaDoc... Document Completed

Do this in Xero Add Items to Existing Sales Invoice
When this happens in PandaDoc... Document Paid

Do this in Xero Add Note to Invoice
When this happens in PandaDoc... Document Sent

Do this in Xero Add or Update Stock Items
When this happens in PandaDoc... Document Status Changed

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

Do this in Xero Create Account

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