Automate Xero & SendGrid

Stop paying for mismatched spreadsheets. Sync data between Xero and SendGrid 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 ["SendGrid"]
        A1(["Create or Update Contact"])
    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 Sendgrid operate independently, invoice data often becomes misaligned between the two systems. For instance, if a finance team member manually enters invoice details into Xero but fails to update the corresponding email notifications in Sendgrid, clients may receive outdated or incorrect billing information. This not only confuses customers but also leads to wasted hours for the finance team, who must reconcile discrepancies and resend accurate invoices, causing frustration and delays in cash flow.

Top Ways to Automate Xero & SendGrid

Automated Invoice Notifications: Instantly send customized email notifications via SendGrid whenever a new invoice is generated in Xero, ensuring timely communication and improved cash flow management.
Customer Data Synchronization: Automatically sync customer details between Xero and SendGrid, eliminating manual data entry and reducing the risk of errors, while ensuring your marketing efforts are always targeting the right audience.
Payment Reminders: Set up automated reminders for upcoming payments or overdue invoices, leveraging SendGrid to enhance customer engagement and reduce late payments, ultimately improving your bottom line.

How to Build the Xero → SendGrid Sync

Set up a webhook in Xero to listen for the 'Invoice.Paid' event. This will trigger when an invoice status changes to 'Paid'.
In your webhook configuration, ensure that you capture the following payload data: invoice.id, invoice.amountPaid, and invoice.customerEmail.
Use the Sendgrid REST API endpoint POST /v3/mail/send to send an email notification. Construct the payload to include the customer's email address from invoice.customerEmail, and format the email body to reflect the invoice.amountPaid.
Test the integration by marking an invoice as paid in Xero and verifying that the corresponding email is sent via Sendgrid with the correct details.

Developer Warnings & API Gotchas

Ensure that the invoice.customerEmail field is always populated in Xero; otherwise, the Sendgrid API will return an error when trying to send the email.
Be cautious about the data types; invoice.amountPaid should be formatted as a string in the email body to avoid issues with numeric representation in the Sendgrid payload.
When configuring the webhook in Xero, make sure to handle potential duplicate triggers for the same invoice, as this could result in multiple emails being sent for a single payment.

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 SendGrid Create or Update Contact
When this happens in Xero... Fetch Custom Actions

Do this in SendGrid Find List by Name
When this happens in Xero... List BankTransfers

Do this in SendGrid Send Email
When this happens in Xero... List Contacts

Do this in SendGrid Send Email (Legacy)

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