CRM to Xero Automated Invoicing and Contact Sync (Make.com)

1. **Create a New Scenario**: Log into Make.com, click 'Create a new scenario', and name it 'CRM to Xero: Billing Sync'. 2. **Set the Trigger**: Add the module for your CRM (e.g., HubSpot, Pipedrive, or 'Webhooks'). Select the 'Watch Records' or 'Custom Webhook' trigger. For webhooks, copy the URL provided by Make into your CRM's automation settings. 3. **Search for Existing Xero Contact**: Add the 'Xero: Search Contacts' module. Map the CRM 'Email' field to the Xero 'Email' search filter. This prevents duplicate records. 4. **Add a Router**: Place a Router after the search module to handle the 'Found' vs. 'Not Found' logic. 5. **Route 1 (Create Contact)**: Set a filter on the top path: `Contact ID does not exist`. Add the 'Xero: Create a Contact' module and map Name, Email, and Billing Address fields from the CRM. 6. **Route 2 (Update Contact)**: Set a filter on the bottom path: `Contact ID exists`. Add the 'Xero: Update a Contact' module using the ID found in Step 3 to ensure addresses are current. 7. **Merge & Create Invoice**: Add the 'Xero: Create an Invoice' module. Map the Contact ID from the previous step. Set the Status to 'Draft' or 'Submitted'. 8. **Map Line Items**: Use the 'Map' toggle for Line Items. If your CRM provides an array of products, use a 'Make.com Iterator' before the invoice module or map the array directly using the `map()` function. 9. **Format Dates**: Use `formatDate(Close Date; YYYY-MM-DD)` for the Invoice Date and Due Date to comply with Xero's API requirements. 10. **Error Handling**: Right-click the Xero modules and select 'Add error handler'. Use the 'Break' directive to store the execution and allow you to fix and retry failed syncs later.

| CRM Field | Xero Field | Transformation / Logic | | :--- | :--- | :--- | | `Customer Name` | `Contact Name` | Required | | `Primary Email` | `EmailAddress` | Used for Search/Match | | `Billing Street` | `Addresses: AddressLine1` | Map within Address Array | | `Deal Amount` | `LineItems: UnitAmount` | Ensure numeric format | | `Deal Name/ID` | `Reference` | Useful for reconciliation | | `Close Date` | `Date` | `formatDate(val; "YYYY-MM-DD")` | | `N/A` | `AccountCode` | Constant (e.g., '200' for Sales) |

* **Rate Limits**: Xero has a limit of 60 calls per minute. If processing bulk historical data, use 'Sleep' modules or the 'Commit' setting in Make.com. * **ISO-8601 Date Formats**: Xero is strict about date formats. Always use the `formatDate` function in Make to avoid 400 Bad Request errors. * **Account Codes**: Xero requires a valid Chart of Accounts code (e.g., 200). You cannot leave this blank in the 'Create Invoice' module; use a 'Set Variable' module if different deals require different codes. * **Bundle Sizes**: If your CRM deal has 50+ line items, ensure your Make.com plan has enough memory to process the large JSON bundle.

- [ ] **Webhook Handshake**: Trigger the CRM event and confirm the 'Webhook' module in Make receives a green status bubble. - [ ] **Search Logic**: Run the scenario with an existing email to ensure the 'Search' module finds the ID and follows the 'Update' path. - [ ] **Data Integrity**: Check the Xero Draft Invoice to ensure 'UnitAmount' and 'Tax' match the CRM Deal exactly. - [ ] **Mapping Check**: Verify the 'Reference' field contains the CRM Deal ID for easy cross-referencing. - [ ] **Error Log Test**: Intentionally pass a malformed email address to ensure your 'Error Handler' catches the exception without stopping the scenario.