Automate Xero & Smartsheet

Stop paying for mismatched spreadsheets. Sync data between Xero and Smartsheet 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 ["Smartsheet"]
        A1(["Add Attachment to Row"])
    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 Smartsheet operate independently, finance teams often face delays in project budgeting. For instance, when an invoice is generated in Xero, the corresponding budget allocation in Smartsheet may not reflect this change immediately. As a result, project managers must manually cross-reference financial data, leading to hours spent on data entry and reconciliation. This not only wastes valuable time but also increases the risk of errors in budget tracking, as discrepancies between the two systems can lead to misinformed project decisions.

Top Ways to Automate Xero & Smartsheet

Automated Invoice Tracking: Instantly sync invoices from Xero to Smartsheet, ensuring your project teams have real-time visibility into financial transactions and can manage budgets effectively.
Streamlined Expense Management: Automatically update expense reports in Smartsheet with data from Xero, reducing manual entry and minimizing errors while keeping all stakeholders informed.
Real-Time Financial Reporting: Generate comprehensive financial reports in Smartsheet that pull data directly from Xero, allowing for timely insights and informed decision-making across departments.

How to Build the Xero → Smartsheet Sync

Set up a webhook in Xero to listen for the 'Invoice.Created' event. This will trigger whenever a new invoice is generated.
In the webhook payload, extract key data such as 'InvoiceID', 'Amount', 'CustomerName', and 'DueDate'.
Use the Smartsheet REST API to insert this data into a specific sheet. Make a POST request to the endpoint: https://api.smartsheet.com/2.0/sheets/{sheetId}/rows.
In the request body, format the extracted data into the required structure, ensuring to map 'InvoiceID' to a custom column in Smartsheet, 'Amount' to the budget column, 'CustomerName' to the client column, and 'DueDate' to the due date column.
Test the integration by creating a new invoice in Xero and verifying that the corresponding row is added to the designated Smartsheet.

Developer Warnings & API Gotchas

Ensure that the column IDs in Smartsheet match the data being sent from Xero; mismatched IDs will result in failed inserts.
Pay attention to data types; for instance, if 'Amount' is sent as a string instead of a number, the Smartsheet API will reject the request.
Be cautious with the 'Invoice.Created' event; if multiple invoices are created in quick succession, the webhook may trigger multiple times, leading to duplicate entries in Smartsheet unless handled correctly.

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 Smartsheet Add Attachment to Row
When this happens in Xero... Fetch Custom Actions

Do this in Smartsheet Add Discussion to Row
When this happens in Xero... List BankTransfers

Do this in Smartsheet Add Row to Sheet
When this happens in Xero... List Contacts

Do this in Smartsheet Copy Folder
When this happens in Xero... List Employees

Do this in Smartsheet Copy Row

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