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What can you automate with Zapier and Xero?

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Automation has become a game changer for small businesses and entrepreneurs seeking to improve efficiency and productivity. One such tool that has gained significant traction is Zapier, known for its ability to integrate and automate workflows between different apps.

In this blog post, we will discuss how Zapier can be used with Xero, a popular cloud-based accounting software, to automate various tasks and streamline your financial processes.

Automating Invoices and Bills

One of the primary tasks small business owners face in their financial workflows is managing invoices and bills. These processes typically involve creating, sending, and tracking client invoices and supplier bills. With Zapier and Xero, you can automate these processes, saving valuable time and reducing the chances of errors.

For instance, you can set up a Zap (an automated workflow) to create a new Xero invoice whenever a new sale is recorded in your e-commerce platform or CRM. This eliminates the need for manual data entry and ensures that your invoices are always up to date. Additionally, you can automate the process of sending invoice reminders to late-paying clients by integrating Xero with your preferred email service provider.

Syncing Contacts and Managing Payments

A well-maintained customer and supplier database is essential for smooth financial operations. Pairing Zapier with Xero enables you to automatically sync contact information between various apps, such as CRM systems, e-commerce platforms, and email marketing tools. This ensures that your Xero contacts stay current and eliminates the need for time-consuming manual updates.

Moreover, managing payment receipts and allocations can be another time-consuming task. By connecting Xero with your payment processing tool using Zapier, you can automatically create payment records and even match them to outstanding invoices. This not only saves time but also helps maintain an accurate record of your cash flow and ensures timely payment recording.

Streamlining Expense Reporting and Approvals

Keeping track of expenses and obtaining approvals for reimbursements can be a complex and labor-intensive process. Zapier's integration with Xero offers a practical solution for automating your expense management workflows. By connecting Xero with expense tracking apps like Expensify or Receipt Bank, you can create a seamless approval process that automatically generates expense reports, attaches relevant receipts, and submits them for approval in Xero.

In addition, Zapier can help facilitate the approval process by setting up automated notifications to relevant stakeholders when a new expense report is created. This can be achieved by connecting Xero to messaging apps like Slack or email platforms, ensuring timely communication and faster approval times for reimbursements.

Enhancing Financial Reporting and Analysis

Gaining insights from financial data is crucial for informed decision-making. Zapier can help streamline your financial reporting process by automating data transfer from Xero to various analytics tools such as Google Sheets, Excel, or Power BI. By doing so, you can create custom reports combining financial data from Xero with other business metrics, leading to better financial analysis and insights.

Additionally, you can set up alerts for specific financial events, such as when a bank account balance reaches a certain threshold or when an invoice becomes overdue. This can be done by connecting your Xero account with messaging tools or your preferred notification channels to help you stay on top of your financial performance at all times.

In conclusion, combining Zapier's automation capabilities with Xero's robust accounting features opens up numerous possibilities to streamline and enhance your financial processes. By exploring various Zaps and integrations, you can customize and automate various aspects of your financial workflows, allowing you to focus on growing your business.


June 12, 2023
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