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Automate SendGrid & Xero

Stop paying for mismatched spreadsheets. Sync data between SendGrid 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 ["SendGrid"]
        T1(["Email Templates List"])
    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 Sendgrid and Xero operate independently, customer email interactions are not reflected in the financial records. For instance, if a customer opens an invoice email but does not pay immediately, the sales team lacks visibility on the engagement, leading to unnecessary follow-ups. This results in the finance team manually tracking email engagement data and updating Xero, wasting hours each week on redundant data entry and increasing the risk of human error in financial reporting.

Top Ways to Automate SendGrid & Xero

  • Automated Invoice Notifications: Instantly send personalized email notifications through SendGrid whenever a new invoice is generated in Xero, ensuring your clients are always informed and reducing payment delays.
  • Streamlined Payment Reminders: Automatically trigger reminder emails for overdue invoices, helping to maintain cash flow and minimize late payments without manual intervention.
  • Centralized Communication Tracking: Sync email interactions related to invoicing and payments directly into Xero, providing your finance team with a comprehensive view of client communications and enhancing customer relationship management.

How to Build the SendGrid → Xero Sync

  1. In Sendgrid, navigate to the 'Webhooks' section and create a new webhook for the 'Email Opened' event. Use the endpoint URL of your integration server.
  2. Set up your server to listen for POST requests at the specified endpoint. The incoming payload will contain data such as 'email', 'timestamp', and 'event'.
  3. Extract the 'email' and 'timestamp' from the payload. Use the 'email' to identify the corresponding customer in Xero.
  4. Construct a POST request to the Xero API endpoint: https://api.xero.com/api.xro/2.0/Invoices.
  5. In the POST request body, include the extracted 'timestamp' as a custom field in the invoice data to track engagement. Ensure you authenticate the request using OAuth 2.0 with the appropriate scopes for invoice creation.
  6. Deploy the integration and monitor for incoming webhook events to ensure data is being sent to Xero correctly.

Developer Warnings & API Gotchas

  • Ensure that the 'email' field from Sendgrid matches the 'Contact' email in Xero exactly; discrepancies in casing or extra spaces can lead to failed lookups.
  • When sending the POST request to Xero, be aware that the 'timestamp' must be formatted in ISO 8601 format, or the API will reject the request.
  • Double-check the permissions for your OAuth token; if it lacks the necessary scopes for invoice creation, the integration will fail silently.

Supported API Operations

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

  • When this happens in SendGrid... Email Templates List
    Do this in Xero Add Items to Existing Sales Invoice
  • When this happens in SendGrid... Fetch Custom Actions
    Do this in Xero Add Note to Invoice

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