Automate Xero & Airtable

Stop paying for mismatched spreadsheets. Sync data between Xero and Airtable 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 ["Xero"]
        T1(["Branding Theme"])
    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 ["Airtable"]
        A1(["Add Comment to Record"])
    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 Xero and Airtable operate independently, finance teams often face the challenge of reconciling discrepancies in invoice data. For instance, if a client pays an invoice in Xero, the finance team must manually enter this payment into Airtable to update their project tracking. This process not only consumes valuable time but also increases the risk of human error, leading to potential miscommunication with the sales team regarding project budgets and cash flow.

Top Ways to Automate Xero & Airtable

Automated Invoice Tracking: Instantly sync invoices from Xero to Airtable, ensuring your team has real-time visibility of outstanding payments and cash flow, reducing manual tracking efforts.
Real-Time Financial Reporting: Automatically update financial metrics in Airtable based on Xero data, allowing for accurate and timely reporting without the need for manual data entry.
Streamlined Project Budgeting: Link project expenses in Airtable with Xero's financial records, enabling teams to monitor budgets effectively and make informed decisions without the hassle of cross-platform data reconciliation.

How to Build the Xero → Airtable Sync

Set up a webhook in Xero to listen for the 'invoice.payment.received' event. This will trigger whenever a payment is recorded against an invoice.
Configure the webhook to send a payload containing the invoice ID, payment amount, and client details to your integration endpoint.
At your integration endpoint, extract the relevant data from the incoming payload. You'll need to capture the invoice ID, payment amount, and client information.
Use the Airtable REST API to insert a new record into your Airtable base. The endpoint for this action is POST https://api.airtable.com/v0/{baseId}/{tableName}.
In the API request body, format the data to include the extracted payment details, ensuring to map the fields correctly to Airtable's schema, such as `{

Supported API Operations

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

When this happens in Xero... Branding Theme

Do this in Airtable Add Comment to Record
When this happens in Xero... Fetch Custom Actions

Do this in Airtable Create Base
When this happens in Xero... List BankTransfers

Do this in Airtable Create Record
When this happens in Xero... List Contacts

Do this in Airtable Create Records (Advanced)
When this happens in Xero... List Employees

Do this in Airtable Create Table

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