Automate Smartsheet & Xero

Stop paying for mismatched spreadsheets. Sync data between Smartsheet 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 ["Smartsheet"]
        T1(["Copy Folder — Destination workspace folders"])
    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 Smartsheet and Xero operate independently, project managers often face delays in financial reporting. For instance, if a project team updates task completion in Smartsheet, the corresponding billing entries in Xero may not reflect these changes until manually entered. This leads to finance teams spending hours reconciling project costs against actual expenses, creating potential cash flow issues. The manual entry of hours worked and expenses from Smartsheet into Xero can result in data entry errors, further complicating financial oversight.

Top Ways to Automate Smartsheet & Xero

Automated Budget Tracking: Sync project budgets from Smartsheet directly to Xero, ensuring real-time updates and eliminating discrepancies between project plans and financial data.
Streamlined Invoicing: Automatically generate and send invoices in Xero based on project milestones tracked in Smartsheet, reducing manual entry and accelerating cash flow.
Comprehensive Reporting: Create unified reports that pull data from both Smartsheet and Xero, providing stakeholders with a holistic view of project performance and financial health without the need for manual data aggregation.

How to Build the Smartsheet → Xero Sync

Set up a webhook in Smartsheet to listen for the 'Row Added' event. This will trigger whenever a new task is created.
Configure the webhook to send a JSON payload containing relevant task details such as 'taskName', 'dueDate', and 'assignedTo'.
In your server, set up an endpoint to receive the webhook data. Extract the 'taskName', 'dueDate', and 'assignedTo' from the received payload.
Use the Xero API to create a new invoice. Send a POST request to the endpoint https://api.xero.com/api.xro/2.0/Invoices.
In the POST request, include the extracted data in the body as follows: { "Type": "ACCREC", "Contact": { "Name": "Client Name" }, "LineItems": [{ "Description": "{taskName}", "Quantity": 1, "UnitAmount": 100, "AccountCode": "200" }], "DueDate": "{dueDate}" }.
Test the integration by adding a new row in Smartsheet and verifying that the corresponding invoice is created in Xero.

Developer Warnings & API Gotchas

Ensure that the 'taskName' in Smartsheet does not exceed the character limit set by Xero for invoice descriptions, which can lead to failed API requests.
Be cautious with date formats; Smartsheet may send dates in ISO 8601 format, while Xero expects dates in a specific format (YYYY-MM-DD), requiring conversion before sending the API request.
Verify the account code used in the Xero API call; using an incorrect or inactive account code can result in the invoice not being created successfully.

Supported API Operations

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

When this happens in Smartsheet... Copy Folder — Destination workspace folders

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Smartsheet... Copy Folder — Source workspace folders

Do this in Xero Add Note to Invoice
When this happens in Smartsheet... Fetch Custom Actions

Do this in Xero Add or Update Stock Items
When this happens in Smartsheet... Get Folders

Do this in Xero Allocate Credit Note to Invoice
When this happens in Smartsheet... Get Reports

Do this in Xero Create Account

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