Automate Xero & Monday

Stop paying for mismatched spreadsheets. Sync data between Xero and Monday 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 ["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 ["Monday"]
        A1(["Archive Board"])
    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 Monday operate independently, finance teams often face the challenge of manually entering invoice data into project management boards. For example, when an invoice is generated in Xero, the finance team must extract the invoice number, client details, and amounts, then manually input this information into Monday to track project costs. This process not only consumes valuable time but also increases the risk of human error, leading to discrepancies in project budgets and financial reporting.

Top Ways to Automate Xero & Monday

Automated Invoicing: Generate and send invoices in Xero automatically based on project milestones tracked in Monday, ensuring timely billing and reducing manual errors.
Real-Time Financial Tracking: Sync project budgets and expenses between Monday and Xero, providing your team with up-to-date financial insights and enhancing budget management.
Streamlined Task Management: Automatically update task statuses in Monday when payments are received in Xero, ensuring that your team is always aligned on project progress and financial health.

How to Build the Xero → Monday Sync

Set up a webhook in Xero to listen for the 'Invoice.Created' event. This will trigger every time a new invoice is created.
Configure the webhook to send a POST request to your designated endpoint with the following payload: {"invoice_id": "{{invoice.id}}", "client_name": "{{invoice.contact.name}}", "total_amount": "{{invoice.total}}"}.
On your server, create an endpoint that receives the Xero webhook data. Extract the 'invoice_id', 'client_name', and 'total_amount' from the request body.
Use the Monday API to create a new item in your project board. Make a POST request to the Monday API endpoint: https://api.monday.com/v2 with the following body: {"query": "mutation { create_item (board_id: YOUR_BOARD_ID, item_name: 'Invoice from {{client_name}}', column_values: '{\"total_amount\": \"{{total_amount}}\"}') { id } }"}". Replace YOUR_BOARD_ID with the actual board ID from Monday.

Developer Warnings & API Gotchas

Ensure that the data types for 'total_amount' in Monday match the expected formats; Xero may send this as a float, while Monday may require it as a string.
Be cautious about handling invoice updates; if an invoice is modified in Xero after creation, the webhook will not trigger again unless you set up a separate listener for 'Invoice.Updated'.
When mapping the 'client_name', verify that it matches the naming conventions in Monday; discrepancies in naming could lead to duplicate entries or misattributed invoices.

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 Monday Archive Board
When this happens in Xero... Fetch Custom Actions

Do this in Monday Archive Group
When this happens in Xero... List BankTransfers

Do this in Monday Archive Item
When this happens in Xero... List Contacts

Do this in Monday Create Board
When this happens in Xero... List Employees

Do this in Monday Create Column

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