Automate Podium & Xero

Stop paying for mismatched spreadsheets. Sync data between Podium 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 ["Podium"]
        T1(["Get Invoices for Dynamic Dropdowns"])
    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 Podium and Xero operate independently, customer interactions logged in Podium do not reflect in Xero, leading to discrepancies in accounts receivable. For instance, if a customer makes a payment via Podium, the finance team must manually enter this transaction into Xero, risking human error in amounts or customer details. This manual entry process consumes valuable time for the finance team, who could be focusing on more strategic tasks rather than correcting data mismatches.

Top Ways to Automate Podium & Xero

Automated Customer Communication: Streamline customer interactions by automatically syncing customer data from Xero to Podium, ensuring that your team has the latest information at their fingertips for personalized communication.
Real-Time Payment Updates: Instantly update payment statuses in Podium when transactions are processed in Xero, allowing your team to track payments efficiently and reduce follow-up inquiries.
Comprehensive Financial Reporting: Generate accurate financial reports by consolidating data from both platforms, enabling you to analyze customer trends and financial performance without manual data manipulation.

How to Build the Podium → Xero Sync

In Podium, set up a webhook to listen for the 'New Payment' event. This can be done by navigating to the 'Integrations' section and selecting 'Webhooks'.
Configure the webhook to send a POST request to your server endpoint, e.g., https://yourserver.com/podium-to-xero, with the payload containing 'customer_id', 'amount', and 'payment_date'.
On your server, create an endpoint that processes the incoming webhook. Extract the 'customer_id', 'amount', and 'payment_date' from the request payload.
Use the Xero API to insert this data into Xero. Make a POST request to the endpoint https://api.xero.com/api.xro/2.0/BankTransactions with the following JSON body: { "Type": "RECEIVE", "Contact": { "ContactID": "[customer_id]" }, "LineItems": [{ "Description": "Payment from [customer_id]", "Quantity": 1, "UnitAmount": [amount], "AccountCode": "200" }], "Date": "[payment_date]" }.
Ensure to handle the response from Xero to confirm that the transaction has been recorded successfully.

Developer Warnings & API Gotchas

Ensure that the 'customer_id' from Podium matches the 'ContactID' in Xero. If there is no match, the transaction will fail, and you will need to implement logic to handle this case.
Be aware of the date format required by Xero; it expects 'YYYY-MM-DD'. If Podium sends a different format, you will need to parse and convert it before making the API call.
When posting to Xero, if the 'AccountCode' does not exist in Xero, the transaction will be rejected. Double-check that the account codes used in your integration align with those set up in Xero.

Supported API Operations

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

When this happens in Podium... Get Invoices for Dynamic Dropdowns

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Podium... Get Locations

Do this in Xero Add Note to Invoice
When this happens in Podium... New Campaign

Do this in Xero Add or Update Stock Items
When this happens in Podium... New Cancelled Invoice

Do this in Xero Allocate Credit Note to Invoice
When this happens in Podium... New Invoice

Do this in Xero Create Account

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