Automate Square & Xero

Stop paying for mismatched spreadsheets. Sync data between Square 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 ["Square"]
        T1(["Completed Payment"])
    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 Square and Xero operate independently, payment records can easily become mismatched. For instance, if a customer makes a payment through Square, the transaction data—like the amount, date, and customer details—may not automatically sync to Xero. This leads to finance teams manually entering payment information into Xero, increasing the chances of human error and wasting valuable time that could be spent on more strategic tasks. As a result, discrepancies in financial reporting can occur, complicating reconciliation processes.

Top Ways to Automate Square & Xero

Automated Sales Reconciliation: Effortlessly sync sales transactions from Square to Xero, ensuring your financial records are always accurate and up-to-date, eliminating manual reconciliation tasks.
Streamlined Invoice Management: Automatically generate and send invoices in Xero based on sales data from Square, reducing administrative overhead and accelerating cash flow.
Real-Time Financial Reporting: Gain instant access to comprehensive financial insights by integrating sales data from Square into Xero, empowering your team to make informed decisions with confidence.

How to Build the Square → Xero Sync

Set up a webhook in Square to listen for the 'payment.created' event. This will trigger whenever a new payment is successfully processed.
Configure the webhook to send a payload containing relevant payment details, including 'id', 'amount', 'currency', 'customer_email', and 'created_at'.
In your server, create an endpoint to receive the webhook payload from Square. Extract the necessary data from the incoming JSON payload.
Use the Xero API to insert the payment record. Make a POST request to the endpoint: 'https://api.xero.com/api.xro/2.0/Payments'.
Construct the POST request body with the extracted data, ensuring to include fields like 'Amount', 'Currency', 'PaymentDate', and 'Contact' (with 'EmailAddress' populated from the Square payload).
Handle the response from Xero to confirm the payment record has been successfully created, and log any errors for troubleshooting.

Developer Warnings & API Gotchas

Ensure that the 'amount' field from Square is correctly formatted to match Xero's expectations, as discrepancies in decimal places can lead to failed API requests.
Be cautious with the 'created_at' timestamp; Xero requires it in ISO 8601 format, so you may need to convert it from the Square payload.
When mapping customer details, verify that the 'customer_email' from Square corresponds to an existing contact in Xero, as attempting to create a payment without a valid contact will result in an error.

Supported API Operations

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

When this happens in Square... Completed Payment

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Square... Fetch Custom Actions

Do this in Xero Add Note to Invoice
When this happens in Square... Item Variation

Do this in Xero Add or Update Stock Items
When this happens in Square... List Appointment Service

Do this in Xero Allocate Credit Note to Invoice
When this happens in Square... Locations

Do this in Xero Create Account

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