Automate Trello & Xero

Stop paying for mismatched spreadsheets. Sync data between Trello 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 ["Trello"]
        T1(["Card Archived Legacy"])
    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 Trello and Xero operate independently, project managers often face the challenge of tracking billable hours accurately. For example, if a team member updates a task in Trello with time spent, this information does not automatically reflect in Xero. As a result, the finance team must manually input this data into Xero, leading to potential errors in invoicing. This manual entry wastes valuable time and can result in discrepancies between project budgets and actual expenses.

Top Ways to Automate Trello & Xero

Automated Expense Tracking: Seamlessly sync expenses from Trello cards to Xero, ensuring that all project-related costs are accurately recorded in real-time, eliminating manual entry and reducing the risk of errors.
Instant Invoicing: Automatically generate invoices in Xero based on completed tasks in Trello, streamlining the billing process and improving cash flow by ensuring timely invoicing.
Comprehensive Financial Reporting: Integrate project data from Trello with financial metrics in Xero to create holistic reports, providing insights that enhance strategic decision-making and financial oversight.

How to Build the Trello → Xero Sync

In Trello, create a webhook that listens for changes to cards in the desired board. Use the endpoint: POST /1/webhooks to set this up.
Configure the webhook to trigger on 'updateCard' events, ensuring you capture relevant fields such as card.id, card.name, and card.customFieldItems.
In your server-side application, listen for incoming webhook payloads from Trello. Extract the time tracking data from the customFieldItems array.
Once you have the necessary data, format it according to Xero’s API requirements. Prepare a POST request to the Xero API endpoint: POST /api.xro/2.0/Timesheets.
Include the extracted data in the request body, ensuring to map Trello fields to Xero fields accurately, such as card.name to Timesheet.Description and time spent to Timesheet.Hours.
Send the request to Xero and handle the response to confirm successful insertion or log any errors for troubleshooting.

Developer Warnings & API Gotchas

Ensure that the Trello card's custom field for time tracking is consistently filled out; otherwise, the Xero API will reject the request due to missing required fields.
Be cautious with time zone differences when sending time entries to Xero; if Trello's time is in UTC and Xero expects local time, this could lead to incorrect billing hours.
When mapping Trello card IDs to Xero timesheet entries, ensure that IDs are unique and do not conflict with existing entries to avoid overwriting data.

Supported API Operations

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

When this happens in Trello... Card Archived (Legacy)

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Trello... Card Due

Do this in Xero Add Note to Invoice
When this happens in Trello... Card Moved to List

Do this in Xero Add or Update Stock Items
When this happens in Trello... Card Moved to List (Legacy)

Do this in Xero Allocate Credit Note to Invoice
When this happens in Trello... Card Updated

Do this in Xero Create Account

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