Xero Automation Service
Stop manually entering invoices, bills, and contacts into Xero. We build done-for-you automations that eliminate data entry, sync your entire business stack, and keep your books accurate to the penny.
Xero Is Powerful -- But Manual Data Entry Is Still the Bottleneck
Xero has earned its reputation as one of the best cloud accounting platforms on the market. Its clean interface, robust API, and real-time bank feeds make it the accounting system of choice for hundreds of thousands of small and mid-sized businesses worldwide. Whether you are running an e-commerce brand, a wholesale distribution operation, a professional services firm, or a growing startup, Xero gives you beautiful financial dashboards, seamless multi-currency support, and an app ecosystem that rivals any platform in the space. On paper, Xero should eliminate the drudgery of accounting. In practice, most Xero users are still spending hours every week on manual data entry.
The bottleneck is not Xero itself -- it is the gap between Xero and everything else your business runs on. Orders arrive from Shopify, Amazon, or email. Shipping happens in ShipStation or a 3PL. Payments flow through Stripe, PayPal, or direct bank transfers. Customer data lives in HubSpot or Salesforce. Expense receipts arrive as email attachments and forwarded photos. Every one of these data sources needs to end up in Xero as an invoice, bill, contact, payment, or expense entry -- and for most businesses, that translation is done by a human being typing the same information into Xero that already exists somewhere else in the business.
The average Xero user spends between 5 and 12 hours per week on data entry that could be fully automated. For businesses processing more than 50 transactions per day, that number can climb to 20 or more hours per week -- essentially a half-time employee whose entire job is copying data from one system to another. Beyond the direct labor cost, manual entry introduces errors that compound over time: mistyped invoice amounts, duplicated contacts, miscategorized expenses, and bank reconciliation discrepancies that turn month-end close into a multi-day ordeal.
The irony is that Xero was built to be automated. Its API is one of the most developer-friendly in the accounting software space, supporting everything from invoice creation to bank transaction matching to contact management. The platform was designed from the ground up for integration. The problem is that taking advantage of this requires technical expertise that most businesses do not have in-house. That is where OrderSync Pro comes in. We build done-for-you Xero automations that bridge the gap between what Xero can do and what your business actually needs it to do -- without requiring you to write a single line of code or manage any technical infrastructure.
What Xero Automation Actually Means for Your Business
Xero automation is not about installing an app from the Xero Marketplace and hoping it works. It is about building custom workflows that mirror the way your business actually operates -- with all of its unique rules, exceptions, and edge cases accounted for. True Xero automation means that data flows into and out of Xero automatically, accurately, and in real time, without anyone on your team needing to open Xero and type anything.
At its most fundamental level, Xero automation means auto-creating invoices when orders are placed in your e-commerce platform or CRM. It means auto-creating bills when vendor invoices arrive by email. It means auto-creating and updating contact records when new customers are added in Shopify, HubSpot, or any other system. It means auto-matching bank feed transactions to the correct invoices and bills, dramatically reducing the time you spend on bank reconciliation. And it means auto-categorizing expenses so that your chart of accounts is always current and your reporting is always trustworthy.
But the real value of Xero automation goes beyond eliminating data entry. It is about ensuring that your financial data is always complete, always current, and always accurate. When every transaction is captured automatically at the moment it occurs, your Xero dashboard becomes a true real-time view of your business health -- not a snapshot from last Tuesday when someone finally had time to catch up on invoicing. Real-time financial data means you can make informed decisions faster, spot cash flow issues before they become crises, and close your books at month-end in hours instead of days.
OrderSync Pro builds Xero automations that are monitored, maintained, and built for durability. Every automation includes error handling that catches and flags exceptions before they become accounting problems. Every workflow is documented so that your team understands what is happening behind the scenes. And every integration is tested against the edge cases that generic connectors ignore -- partial payments, multi-currency transactions, refunds, credit notes, and the hundred other real-world scenarios that make accounting automation genuinely difficult to get right.
The 5 Most Valuable Xero Automations We Build
These are the high-impact automations that deliver the fastest ROI for Xero users.
1. Automated Invoice Creation
Orders arrive from Shopify, WooCommerce, Amazon, or email. Our automations parse the order data -- customer name, line items, quantities, pricing, tax, and shipping -- and create a perfectly formatted Xero invoice in seconds. Every invoice is mapped to the correct revenue account, applies the correct tax rate based on the customer's location, and includes all line item detail needed for accurate reporting. Whether you process 10 orders per day or 500, every invoice is accurate and created the moment the order arrives, with zero human intervention.
2. Contact Sync and Deduplication
Customer and vendor records in Xero need to be accurate and free of duplicates. We build automations that sync contacts from your CRM, e-commerce platform, or other systems into Xero automatically -- checking for existing records before creating new ones, updating changed information like addresses and payment terms, and ensuring that every contact in Xero has the correct default account codes and tax settings. No more duplicate contacts cluttering your reports. No more outdated billing addresses causing invoice delivery failures.
3. Bill and Expense Automation
Vendor bills and employee expenses are among the most tedious items to enter manually. We automate the entire accounts payable workflow: vendor invoices arriving by email are parsed using AI, matched against purchase orders when applicable, and entered into Xero as bills with the correct account coding, tax treatment, and due dates. Employee expenses are captured from receipts, categorized automatically, and entered as expense claims. As demonstrated in our AI-powered receipt processing case study, this approach achieves a 95% reduction in manual processing time.
4. Bank Reconciliation Acceleration
Xero's bank feeds are excellent at pulling in transactions, but matching those transactions to the correct invoices, bills, and payments still requires significant manual effort for most businesses. We build automations that pre-match bank feed items to their corresponding Xero records using reference numbers, amounts, and date logic -- so that when you open the reconciliation screen, the vast majority of items are already matched and waiting for a single-click confirmation. Monthly bank reconciliation that used to take days is reduced to minutes.
5. Multi-Platform Revenue Sync
If you sell through multiple channels -- Shopify, Amazon, wholesale, and direct sales -- keeping revenue accurately tracked in Xero across all channels is a constant challenge. We build automations that sync revenue from every sales channel into Xero with the correct account coding, tax treatment, and tracking categories for each channel. This gives you accurate per-channel profitability reports without any manual data aggregation, and ensures that your total revenue in Xero always reconciles with your actual bank deposits.
Xero + ShipStation: Connecting Orders, Shipping, and Finance
If you sell physical products and use ShipStation for fulfillment, the integration between ShipStation and Xero is one of the highest-value automations you can build. The typical workflow without automation looks like this: an order comes in, someone creates the invoice in Xero, then someone else opens ShipStation and re-enters the customer name, shipping address, and order details to create the shipment. When the order ships, someone goes back to Xero to update the invoice status. When the customer pays, someone matches the payment to the invoice. Every step is manual, and every step is an opportunity for error.
The automation we build eliminates this entirely. When an order is received -- whether from your e-commerce platform, a PDF purchase order, or a manual entry -- a single trigger creates both the Xero invoice and the ShipStation shipping order simultaneously, with the same customer details, line items, and reference numbers in both systems. When ShipStation marks the order as shipped, the tracking number is automatically attached to the Xero invoice and a shipping notification is sent to the customer. When payment is received, it is automatically matched to the correct Xero invoice. The entire order-to-cash cycle runs without human intervention.
The key to making this integration reliable is handling the edge cases that generic connectors miss. SKUs in ShipStation need to map correctly to item codes in Xero. Weight-based shipping charges need to be calculated and added as a line item on the Xero invoice. Split shipments -- where a single order is fulfilled in multiple packages -- need to be tracked correctly without duplicating the invoice. International orders require customs documentation that references the correct Xero transaction. OrderSync Pro builds all of this logic into the integration so that every scenario your business encounters is handled automatically and accurately.
Xero + Shopify: Keeping E-Commerce Books Perfectly Accurate
Shopify and Xero are two of the most popular platforms in their respective categories, and connecting them properly is critical for any e-commerce business that takes its financial reporting seriously. The challenge is that a Shopify order contains far more financial complexity than a simple "customer paid X dollars" record. Every Shopify order includes the product revenue, the sales tax collected (which varies by customer location), the shipping charge, any discount codes applied, the payment processor fee deducted by Shopify Payments or a third-party gateway, and potentially a partial or full refund if the customer returns items later.
Each of these components needs to be recorded in the correct Xero account for your financial statements to be accurate. Product revenue goes to your sales account. Sales tax goes to a liability account. Shipping charges may go to a separate revenue account or be netted against shipping expense. Payment processing fees need to be recorded as an expense. Discounts need to reduce the correct revenue line without distorting your gross margin reporting. Off-the-shelf Shopify-to-Xero connectors handle the simple case, but they frequently break on multi-variant products, bundle pricing, subscription orders, and the complex refund scenarios that every growing Shopify store encounters.
OrderSync Pro builds Shopify-to-Xero integrations that handle every transaction type correctly. Every Shopify order creates a Xero invoice with line-item detail that maps to your chart of accounts. Refunds create credit notes with the correct tax adjustments. Payment gateway fees are extracted and recorded as expenses. End-of-day Shopify payouts are automatically reconciled against the corresponding Xero invoices. The result is Xero books that balance perfectly with your Shopify reports and your bank statements -- every single day, without manual intervention.
Xero vs QuickBooks for Automation: An Honest Comparison
We build automations for both Xero and QuickBooks, and clients frequently ask us which platform is better for automation. The honest answer is that both are excellent, and the right choice depends on your specific business needs, your geographic location, and the other tools in your stack. Here is how we see the differences.
Xero's API is widely regarded as one of the most developer-friendly accounting APIs available. It uses OAuth 2.0 authentication, supports webhooks for real-time event notifications, and provides comprehensive endpoints for invoices, contacts, payments, bank transactions, and reporting. For automation builders, Xero's API is a pleasure to work with -- it is well-documented, consistently maintained, and rarely introduces breaking changes. Xero also excels at multi-currency accounting, making it the natural choice for businesses that operate internationally or deal with suppliers and customers in multiple currencies.
QuickBooks Online has the larger ecosystem in North America, with more third-party app integrations and a broader base of accountants and bookkeepers who specialize in the platform. QuickBooks' API is also robust, though it has some quirks around rate limiting and batch operations that require careful handling in high-volume automation scenarios. For businesses that are primarily US-based and work with a US-based accounting team, QuickBooks often has the edge in terms of ecosystem support and accountant familiarity.
From an automation perspective, both platforms support the same core workflows: automated invoice creation, contact syncing, payment reconciliation, and expense management. The differences are in the details. Xero's tracking categories provide more flexible multi-dimensional reporting than QuickBooks' class and location fields. QuickBooks' inventory management is more feature-rich out of the box. Xero's bank reconciliation workflow is more streamlined for automation. QuickBooks has stronger payroll integration in the US market. OrderSync Pro builds on whichever platform your business uses and optimizes the automation for that platform's specific strengths and API characteristics. If you are evaluating which platform to adopt, we are happy to provide an honest recommendation based on your specific use case during a free consultation.
Proven Results with Xero Automation
Every automation we build is measured by real business impact. Here are the results our clients have achieved.
End-to-End Order Automation
A B2B distributor was spending over 15 hours per week manually entering orders into their accounting system and ShipStation. We built a fully automated pipeline that parses incoming purchase orders, creates invoices with correct pricing and tax, and generates shipping orders -- completely hands-free. The result: 15+ hours per week saved and a 100% reduction in data entry errors.
Read the full case studyAI-Powered Receipt Processing
A professional services firm was drowning in manual expense entry and receipt chasing. We deployed an AI-powered automation that captures receipts from email and photos, extracts vendor, amount, date, and category, and creates properly coded expense entries -- all without human intervention. The result: 95% reduction in manual receipt processing and more accurate categorization than manual entry.
Read the full case studyE-Commerce Returns Automation
Processing returns and refunds across an e-commerce platform and accounting system was a manual nightmare. We automated the entire workflow: when a refund is issued, the corresponding credit note and refund receipt are automatically created with correct line items, tax adjustments, and payment method. The result: 90% faster returns processing and zero month-end discrepancies.
Read the full case studyClient Onboarding Automation
An agency was taking 48 hours to manually onboard new clients across their billing, project management, and communication systems. We built an automation that executes the entire onboarding sequence the moment a deal closes: billing contact created, project setup triggered, welcome communications sent, and tasks assigned. The result: onboarding reduced from 48 hours to 30 seconds.
Read the full case studyEvery Tool We Connect to Xero
We build deep, reliable integrations between Xero and the platforms your business depends on.
ShipStation
Shopify
WooCommerce
Stripe
PayPal
HubSpot
Salesforce
Amazon
Slack
Gmail
Google Drive
Make.com
Zapier
Airtable
Square
If it has an API, we can connect it to Xero.
Simple, Transparent Pricing
Pro Sync Package
Done-For-You Setup
One-Time Fee
- For up to 5 unique document formats
- End-to-end workflow automation
- Connects to 2 core systems (e.g., QuickBooks + ShipStation)
- 1 Month of Post-Launch Support
Platform Sync Package
Done-For-You Setup
One-Time Fee
- For up to 15 unique document formats
- Complex logic and multi-step workflows
- Connects to 4+ business systems
- Custom error handling & notifications
- 3 Months of Post-Launch Support
Managed Sync Retainer
Ongoing Peace of Mind
Optional Monthly Plan
- Includes all software licensing fees
- Proactive monitoring & maintenance
- Unlimited document format updates
- Priority support & monthly reports
Get a Free Xero Automation Audit
Tell us what you are manually entering into Xero today, and we will show you exactly how to automate it. No obligations, no pressure -- just a clear plan for reclaiming your time and eliminating errors in your financial data.
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