Xero

Accounting

Real-time accounting automation with 8 event triggers and 37 actions. Agents react to invoices, payments, and bank transactions the moment they happen. Financial data stays current without manual bookkeeping.

8 triggers 37 actions available

On New Payment Received fires in Xero

Agent retrieves contact details and finds corresponding deal in HubSpot

Agent updates HubSpot deal stage to Closed Won

Agent sends customer confirmation email with payment receipt attached

Agent checks whether this is the customer's first payment

First-time payers trigger automated onboarding sequence

Invoice void actions paused for accounting manager approval before execution

What This Integration Enables

Xero integration enables reactive financial automation: agents respond to Xero events in real time and push changes back through a comprehensive set of actions. From invoice creation through payment reconciliation, credit note management, and financial reporting, FlowRunner agents keep Xero synchronized with every other system in your operation.

Without FlowRunner

Manual payment-to-CRM updates Accountants update deal stages in HubSpot by hand after payment receipts post

Delayed customer confirmation Payment receipts sent at end of day or manually triggered by billing staff

Reactive collections Overdue invoices discovered during weekly review, not when they first cross 30 days

With FlowRunner

CRM updated on every payment Deal stage and customer record updated the moment Xero confirms payment receipt

Instant payment confirmation Customer receives receipt email within seconds of payment posting in Xero

Automated AR aging response 30-day reminders sent automatically; 60-day accounts escalated to AR manager same day

Use Case Scenarios

Payment-Triggered Customer Communication

On New Payment Received fires. The agent retrieves the contact details, finds the corresponding deal in HubSpot, updates the deal stage to Closed Won, and sends the customer a confirmation email with their receipt. If this is the customer's first payment, the agent triggers the onboarding sequence. The customer gets confirmation immediately. The CRM is accurate. No one touches anything manually.

Aged Receivables Collections Workflow

Every Monday, an agent pulls the Aged Receivables report from Xero. For invoices 30 to 60 days overdue, it sends an automated reminder email through MailerSend. For invoices over 60 days, it pauses and routes to the AR manager via Slack with the invoice details and contact history: "This invoice is 67 days overdue. Send final notice or escalate to collections?" The manager decides. The agent acts.

Vendor Bill Matching

A vendor submits an invoice. Parseur processes it and fires the document processed trigger. The agent retrieves the Xero purchase order for this vendor, compares line items and amounts, and creates a bill in Xero if everything matches. If amounts differ by more than 2%, it surfaces the discrepancy to the AP team before creating the bill.

Human-in-Loop Highlight

Voiding an invoice is an irreversible accounting action. Before executing Void Invoice, the agent pauses and sends the full invoice detail to the accounting manager via Slack: "Invoice #XR-4421 to [Customer] for $8,900 has been flagged for voiding. Reason: [reason]. Approve void or override?" The manager confirms. The agent voids and logs the decision. Your books have a human-approved paper trail for every reversal.

Agent processes routinely

Detects exception requiring judgment

Clear match Continues automatically

Ambiguous Routes to human via Slack

Human decides

Agent resumes with decision

Agent Capabilities

32 actions

Contact Management

Create Contact Creates a new Xero contact (customer or supplier). Used when a new account is established in your CRM or ERP: the agent provisions the Xero contact so billing can begin immediately.
Find Contacts Searches for contacts by name, email, or custom field. Used as a deduplication check before creating a new contact.
Get Contact Retrieves a specific contact's full detail. Used when agents need billing terms, currency, or tax settings before creating a transaction.
Update Contact Modifies contact information. Used to keep contacts synchronized with upstream CRM or ERP changes.
Archive Contact Marks a contact as inactive. Used in offboarding workflows when an account closes.

Invoice Operations

Create Invoice Creates an invoice in Xero. Used in billing automation: milestone completion, subscription renewal, or service delivery triggers the agent to create and send the invoice automatically.
Find Invoices Searches invoices by status, contact, date, or reference. Used in AR monitoring and collections workflows.
Get Invoice Retrieves a specific invoice. Used to check payment status or retrieve line items for downstream processing.
Update Invoice Modifies an invoice before it is approved or sent. Used for corrections or amendments.
Email Invoice Sends an invoice to the contact's email address directly from Xero. Used in automated billing workflows where email delivery through Xero is required for audit purposes.
Void Invoice Voids an approved invoice. Used when a billing dispute requires reversal.

Payment Processing

Create Payment Records a payment against an invoice or bill. Used when payment is confirmed in Stripe, bank feeds, or another source: the agent records the allocation in Xero automatically.
Delete Payment Removes a payment record. Used in error correction workflows.
Find Payments Searches payment records. Used in cash application and reconciliation workflows.
Get Payment Retrieves a specific payment with allocation detail. Used in audit and verification workflows.

Credit Notes

Create Credit Note Creates a credit note. Used when a return, refund, or adjustment needs to be recorded against a contact.
Allocate Credit Note Applies a credit note against an outstanding invoice. Used in automated reconciliation when credits need to be matched to open balances.
Get Credit Note Retrieves credit note details. Used in refund processing and reconciliation workflows.

Quotes

Create Quote Creates a quote in Xero. Used in proposal workflows where quotes need to be tracked in the accounting system.
Find Quotes / Get Quote Retrieves quotes. Used when agents need to convert accepted quotes to invoices automatically.

Purchase Orders

Create Purchase Order Creates a purchase order. Used in procurement workflows when POs need to be tracked in Xero alongside vendor bills.
Get Purchase Order Retrieves a purchase order. Used for matching and validation before recording a vendor bill.

Bank Transactions

Create Bank Transaction Records a bank transaction. Used when transactions from external sources need to be entered into Xero for reconciliation.
Find Bank Transactions / Get Bank Transaction Retrieves bank transaction records. Used in reconciliation workflows.

Items

Create Item / Find Items / Get Item Manages the product and service catalog. Used to keep billing items synchronized with your product database.

Accounts

Get Accounts Returns the chart of accounts. Used when agents need to assign GL codes to transactions automatically.

Financial Reports

Get Aged Receivables Returns aging analysis for outstanding customer balances. Used in collections prioritization workflows.
Get Aged Payables Returns aging analysis for outstanding supplier balances. Used in cash management and payment scheduling workflows.
Get Balance Sheet Returns the balance sheet for a given date. Used in financial reporting and period-close workflows.
Get Profit and Loss Returns the P&L statement. Used in management reporting workflows.
Get Trial Balance Returns the trial balance. Used in accounting review and period-close workflows.
Get Currencies / Get Tax Rates / Get Organization Returns reference data used in transaction creation and reporting workflows.

Triggers

8 triggers

Event Triggers

On Invoice Created Fires when a new invoice is created in Xero. Used to trigger downstream notification or synchronization workflows when billing activity begins.
On Invoice Updated Fires when an invoice status changes: approved, sent, paid, voided. The primary trigger for AR workflow automation. When an invoice is marked paid, the agent updates the CRM deal, records the revenue in the data warehouse, and notifies the account owner.
On Contact Created Fires when a new contact is added to Xero. Used to trigger CRM synchronization or onboarding workflows.
On Contact Updated Fires when contact details change. Used to propagate updates to connected systems.
On Credit Note Created Fires when a credit note is created. Used to trigger refund processing or customer communication workflows.
On Credit Note Updated Fires when a credit note status changes. Used to track credit allocation and resolution.
On New Bank Transaction Fires when a bank transaction is recorded. Used to trigger reconciliation and categorization workflows.
On New Payment Received Fires when a payment is recorded against an invoice or bill. Used to trigger customer thank-you communications, CRM updates, and revenue recognition workflows.

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