SyncMatrix.
Zendesk logo + Xero logo

Automate Zendesk & Xero

Stop paying for mismatched spreadsheets. Sync data between Zendesk and Xero 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 ["Zendesk"]
        T1(["Fetch Custom Actions"])
    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 ["Xero"]
        A1(["Add Items to Existing Sales Invoice"])
    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 Zendesk and Xero operate independently, support teams often encounter significant delays in billing due to manual data entry. For instance, when a customer ticket is resolved in Zendesk, the billing information must be manually transcribed into Xero, leading to potential errors in invoice amounts or customer details. This process wastes hours each week for finance teams, who must cross-reference ticket resolutions with billing records, ultimately delaying revenue recognition and customer satisfaction.

Top Ways to Automate Zendesk & Xero

  • Automated Ticket Creation: Seamlessly create Xero invoices from Zendesk tickets, ensuring that every customer interaction is accurately billed without manual input.
  • Real-Time Data Sync: Automatically synchronize customer data between Zendesk and Xero, providing your support team with up-to-date financial information for enhanced service delivery.
  • Streamlined Reporting: Generate comprehensive reports that combine customer support metrics from Zendesk with financial data from Xero, enabling informed decision-making and strategic insights.

How to Build the Zendesk → Xero Sync

  1. In Zendesk, navigate to the Admin panel and select 'Extensions' to configure a new webhook. Set the webhook to trigger on the 'Ticket Solved' event.
  2. Define the webhook URL to point to your Xero REST API endpoint for creating invoices: https://api.xero.com/api.xro/2.0/Invoices.
  3. In the webhook payload, extract the relevant data fields such as ticket.id, ticket.customer.email, and ticket.total_amount to construct your invoice.
  4. Use the extracted data to format a JSON object that matches the Xero API requirements, including necessary fields like Contact, LineItems, and Date.
  5. Set up an authentication mechanism to include your Xero API credentials in the header of your POST request.
  6. Test the integration by resolving a ticket in Zendesk and checking if the corresponding invoice is created in Xero with the correct details.

Developer Warnings & API Gotchas

  • Ensure that the ticket.total_amount field is properly mapped to the LineItems in Xero; mismatches can cause invoice creation failures.
  • Be cautious with the Contact data; if the customer email in Zendesk does not match an existing contact in Xero, the invoice will not be processed correctly.
  • Pay attention to the date format required by Xero; if the date from Zendesk is not in the correct ISO 8601 format, it can lead to errors in invoice creation.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

  • When this happens in Zendesk... Fetch Custom Actions
    Do this in Xero Add Items to Existing Sales Invoice
  • When this happens in Zendesk... List Groups
    Do this in Xero Add Note to Invoice
  • When this happens in Zendesk... New Action on Ticket
    Do this in Xero Add or Update Stock Items
  • When this happens in Zendesk... New Admin
    Do this in Xero Allocate Credit Note to Invoice
  • When this happens in Zendesk... New Agent
    Do this in Xero Create Account

SyncMatrix Experts

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