Automate Xero & Asana

Stop paying for mismatched spreadsheets. Sync data between Xero and Asana 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 ["Asana"]
        A1(["Add Tag to Task"])
    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 Asana operate independently, finance teams often face significant challenges. For instance, when a project budget is updated in Xero, the corresponding task in Asana may not reflect this change, leading to discrepancies in project planning. This results in project managers manually checking and updating task budgets, wasting hours each week on redundant data entry and verification. Consequently, the finance team is left with outdated figures, jeopardizing project profitability and resource allocation.

Top Ways to Automate Xero & Asana

Automated Task Creation: Automatically generate Asana tasks from Xero invoices, ensuring that your project team is always aware of upcoming financial obligations and can plan accordingly.
Real-Time Budget Tracking: Sync financial data from Xero directly into Asana, allowing project managers to monitor budgets in real-time and make informed decisions without manual data entry.
Streamlined Reporting: Create comprehensive reports that combine project progress from Asana with financial insights from Xero, providing stakeholders with a holistic view of project performance and financial health.

How to Build the Xero → Asana Sync

In Xero, set up a webhook to listen for the 'Invoice Updated' event. This can be done in the Xero Developer Console under Webhooks.
Configure the webhook to send a payload that includes relevant invoice details: { "id": "invoice_id", "amount": "invoice_amount", "status": "invoice_status" }.
In your integration service, create an endpoint to receive the webhook payload from Xero.
Extract the necessary data from the payload: invoice_id, invoice_amount, and invoice_status.
Use the Asana REST API to insert or update a task. Make a POST request to https://app.asana.com/api/1.0/tasks with a body containing the extracted data in the following format: { "data": { "name": "Updated Invoice - {invoice_id}", "notes": "Amount: {invoice_amount}, Status: {invoice_status}" } }.
Test the integration by updating an invoice in Xero and confirming that the corresponding task in Asana reflects the changes.

Developer Warnings & API Gotchas

Ensure that the 'Invoice Updated' webhook is correctly set to trigger on all relevant invoice changes, as missing updates can lead to significant discrepancies in Asana.
Be cautious of data formatting when sending the invoice amount to Asana; ensure it matches the expected format (e.g., decimal places) to avoid errors during task creation.
When updating existing tasks in Asana, ensure to check if the task already exists to prevent duplication, which can complicate project management and reporting.

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 Asana Add Tag to Task
When this happens in Xero... Fetch Custom Actions

Do this in Asana Add Task to Section of Project
When this happens in Xero... List BankTransfers

Do this in Asana Add Task to Section of Project (Legacy)
When this happens in Xero... List Contacts

Do this in Asana Attach File
When this happens in Xero... List Employees

Do this in Asana Create Comment/Story

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