SyncMatrix.
Xero logo + Square logo

Automate Xero & Square

Stop paying for mismatched spreadsheets. Sync data between Xero and Square 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 ["Square"]
        A1(["Add Customer to Group"])
    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 Square operate independently, financial data can become fragmented, particularly during the reconciliation process. For instance, if a payment is processed in Square but not reflected in Xero, the accounting team may spend hours manually cross-referencing transaction records. This not only leads to potential errors in financial reporting but also wastes valuable time that could be better spent on strategic tasks.

Top Ways to Automate Xero & Square

  • Automated Transaction Sync: Effortlessly sync sales and payment data from Square directly into Xero, eliminating the need for manual entry and reducing the risk of errors.
  • Real-Time Financial Reporting: Gain instant access to up-to-date financial insights by automatically updating your Xero accounts with Square transactions, ensuring accurate cash flow management.
  • Streamlined Reconciliation: Simplify the reconciliation process by automatically matching Square sales with Xero invoices, allowing for quicker financial close and improved accuracy in reporting.

How to Build the Xero → Square Sync

  1. Set up a webhook in Xero to listen for the 'InvoicePaid' event. This will trigger when a payment is received against an invoice.
  2. Configure the webhook to send a payload containing relevant data such as 'InvoiceID', 'Amount', and 'PaymentDate' to your integration endpoint.
  3. On your integration server, extract the 'InvoiceID', 'Amount', and 'PaymentDate' from the webhook payload.
  4. Use the Square REST API to create a new payment record. POST to the endpoint https://connect.squareup.com/v2/payments.
  5. In the POST request, include a JSON body with the extracted data: {"amount_money": {"amount": [Amount], "currency": "USD"}, "invoice_id": "[InvoiceID]", "payment_date": "[PaymentDate]"}.
  6. Handle the response from Square to confirm that the payment has been recorded successfully.

Developer Warnings & API Gotchas

  • Ensure that the 'InvoiceID' from Xero is correctly mapped to the 'invoice_id' field in Square; mismatches can lead to lost payment records.
  • Be cautious with the 'Amount' field; Square requires the amount in cents, so multiply the Xero amount by 100 before sending.
  • Consider the timezone differences between Xero and Square when handling 'PaymentDate'; discrepancies may cause confusion in 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 Square Add Customer to Group
  • When this happens in Xero... Fetch Custom Actions
    Do this in Square Change Inventory
  • When this happens in Xero... List BankTransfers
    Do this in Square Create Appointment
  • When this happens in Xero... List Contacts
    Do this in Square Create Customer
  • When this happens in Xero... List Employees
    Do this in Square Create Invoice

SyncMatrix Experts

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