SyncMatrix.
ServiceTitan logo + Xero logo

Automate ServiceTitan & Xero

Stop paying for mismatched spreadsheets. Sync data between ServiceTitan 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 ["ServiceTitan"]
        T1(["Booking"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[Webhook
Listener] --> 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 ServiceTitan and Xero operate independently, field technicians often complete jobs without the corresponding invoices being generated in Xero. This leads to lost revenue as the accounting team spends hours manually entering job details from ServiceTitan into Xero, including customer information, job costs, and payment statuses. The disconnect results in delayed invoicing and cash flow issues, as the accounting team struggles to reconcile financial data with operational data.

Top Ways to Automate ServiceTitan & Xero

  • Automated Invoicing: Streamline your billing process by automatically generating invoices in Xero based on completed jobs in ServiceTitan, ensuring timely and accurate billing without manual intervention.
  • Real-Time Financial Reporting: Gain instant access to up-to-date financial data by synchronizing job costs and revenue between ServiceTitan and Xero, allowing for informed decision-making and improved cash flow management.
  • Effortless Expense Tracking: Automatically sync expenses from ServiceTitan to Xero, eliminating the need for manual entry and reducing the risk of errors, while providing a clear overview of your operational costs.

How to Build the ServiceTitan → Xero Sync

  1. In ServiceTitan, navigate to the Webhooks settings and create a new webhook that triggers on job completion. Set the endpoint URL to your integration service that will handle the incoming data.
  2. Configure the webhook to send a payload containing relevant job details, including job ID, customer name, total cost, and payment status.
  3. In your integration service, listen for the incoming webhook payload from ServiceTitan. Extract the job ID, customer name, total cost, and payment status from the JSON payload.
  4. Use the extracted data to construct a POST request to the Xero API endpoint: https://api.xero.com/api.xro/2.0/Invoices.
  5. Map the extracted fields to the Xero invoice fields: customerName to Contact.Name, totalCost to LineItems.Amount, and paymentStatus to Status.
  6. Send the POST request to Xero, ensuring to include the necessary authentication headers and the constructed JSON body.

Developer Warnings & API Gotchas

  • Ensure that the job ID from ServiceTitan is correctly mapped to the invoice reference in Xero; otherwise, you may end up with duplicate invoices or missing records.
  • When extracting the payment status, be aware that ServiceTitan may use different terminology (e.g., 'Paid', 'Pending') compared to Xero ('PAID', 'DRAFT'); ensure proper mapping to avoid status confusion.
  • Consider the currency settings in both systems; if ServiceTitan records jobs in a different currency than Xero, you will need to implement a currency conversion step before sending the invoice data.

Supported API Operations

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

  • When this happens in ServiceTitan... Booking
    Do this in Xero Add Items to Existing Sales Invoice
  • When this happens in ServiceTitan... Booking Providers
    Do this in Xero Add Note to Invoice
  • When this happens in ServiceTitan... Business Units Data
    Do this in Xero Add or Update Stock Items
  • When this happens in ServiceTitan... Campaigns
    Do this in Xero Allocate Credit Note to Invoice
  • When this happens in ServiceTitan... Employees Data
    Do this in Xero Create Account

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