Automate Xero & Trello

Stop paying for mismatched spreadsheets. Sync data between Xero and Trello 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 ["Trello"]
        A1(["Add Attachment to Card"])
    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 Trello operate independently, finance teams often find themselves entering invoice data manually into Trello for project tracking. This results in discrepancies between actual project costs and reported expenses, as the finance team has to cross-reference invoices with project timelines. For instance, if an invoice is generated in Xero but not reflected in Trello, project managers may overlook budget overruns, leading to potential project delays and financial mismanagement.

Top Ways to Automate Xero & Trello

Automated Invoice Creation: Seamlessly convert Trello cards into Xero invoices, ensuring that your billing is always up-to-date and reflective of completed tasks without manual data entry.
Real-Time Expense Tracking: Automatically sync Trello task costs with Xero, allowing for accurate tracking of project expenses and enhancing budget management across teams.
Instant Financial Reporting: Generate comprehensive reports that combine project progress from Trello with financial data from Xero, providing stakeholders with a holistic view of project performance and financial health.

How to Build the Xero → Trello Sync

Set up a webhook in Xero to listen for the 'Invoice Created' event. This will trigger every time a new invoice is generated.
Configure the webhook to send a payload containing relevant invoice data, such as 'InvoiceID', 'Amount', 'DueDate', and 'ClientName'.
In your application, create an endpoint to receive the webhook payload from Xero. Extract the necessary fields from the JSON payload.
Use the Trello REST API to create a new card in a specific board. Make a POST request to the endpoint 'https://api.trello.com/1/cards' with the extracted data, including 'name' as 'Invoice for {ClientName}', 'desc' as 'Amount: {Amount}, Due: {DueDate}', and 'idList' as the ID of the list where you want to add the card.
Verify that the card is created successfully in Trello by checking the response from the API call.

Developer Warnings & API Gotchas

Ensure that the 'InvoiceID' from Xero is included in the Trello card description or as a custom field to avoid confusion between multiple invoices for the same client.
Be cautious with date formats; Xero may send dates in ISO 8601 format, while Trello may require a different format for display, leading to potential parsing errors.
When creating cards in Trello, ensure that the 'idList' corresponds to the correct list ID, as using an incorrect ID will result in the card being created in an unintended location.

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 Trello Add Attachment to Card
When this happens in Xero... Fetch Custom Actions

Do this in Trello Add Checklist to Card
When this happens in Xero... List BankTransfers

Do this in Trello Add Label to Card
When this happens in Xero... List Contacts

Do this in Trello Add Member to Board
When this happens in Xero... List Employees

Do this in Trello Add Members to Card

SyncMatrix Experts

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