Automated AI Accounts Payable: Docsumo to Xero (n8n)

1. **Setup Docsumo Webhook**: Create a 'Webhook' node in n8n. Copy the production URL and paste it into Docsumo Under Settings > Webhooks, selecting the 'Document Status Changed' event. 2. **Configure Credentials**: In n8n, navigate to Settings > Credentials. Create new credentials for 'Xero OAuth2' and 'Docsumo API'. Follow the Xero app creation process in the Xero Developer Portal to get your Client ID and Secret. 3. **Filter for 'Validated' Status**: Add an 'IF' node after the Webhook. Set the condition to check if the status equal `validated`. This prevents draft or failed extractions from entering your accounting books. 4. **Search/Create Contact**: Use the 'Xero' node with the 'Contact: Get All' resource. Filter by the vendor name extracted from Docsumo. If no contact is returned, use a second Xero node to 'Create' the contact to avoid 'Contact ID not found' errors. 5. **Format Line Items for Xero**: Add a 'Code' node or 'Set' node to transform the Docsumo `line_items` array. Xero requires an array of objects containing `Description`, `Quantity`, `UnitAmount`, and `AccountCode`. Use `{{ $json["data"]["extracted_data"]["line_items"].map(item => ({ ... })) }}` syntax. 6. **Create Bill (n8n Xero Node)**: Add a Xero node. Select 'Purchase Invoice' resource and 'Create' operation. Map the Contact ID from Step 4 and the mapped Line Items from Step 5. Set the status to 'DRAFT' for safe review. 7. **Handle Attachments**: Use the 'HTTP Request' node to download the original document URL provided by Docsumo (set response to 'File'). Connect it to a Xero node using the 'File: Upload' resource, linking it to the Bill ID created in the previous step. 8. **Error Handling**: Create an 'Error Trigger' workflow or use the 'On Error' -> 'Flow to Error Node' setting on the Xero node to catch API rate limits or mapping failures.

| Docsumo Field | Xero Field | n8n Expression / Transformation | | :--- | :--- | :--- | | `vendor_name` | `ContactName` | `{{ $json.data.extracted_data.vendor_name }}` | | `invoice_number` | `Reference` | `{{ $json.data.extracted_data.invoice_number }}` | | `date` | `Date` | `{{ $now.format('yyyy-MM-dd') }}` (or extracted date) | | `due_date` | `DueDate` | `{{ $json.data.extracted_data.due_date }}` | | `line_items` | `LineItems` | Mapped via Code Node to Xero Object Schema | | `currency` | `CurrencyCode` | `{{ $json.data.extracted_data.currency ?? 'USD' }}` | | `doc_url` | `Attachment` | Downloaded via HTTP Node, then uploaded to Xero |

• **Rate Limiting**: Xero has a limit of 60 requests per minute. Use n8n's 'Wait' node or 'Split in Batches' if processing large backlogs of documents at once. • **Date Formats**: Xero is sensitive to date formats. Use the n8n 'Date & Time' node or `.format('yyyy-MM-dd')` to ensure compatibility. • **Tax Types**: Ensure the `TaxType` code in your mapping exactly matches your Xero Settings (e.g., 'INPUT' vs 'OUTPUT'). Missing this often causes 400 Bad Request errors. • **Attachment Timeout**: Large PDFs may timeout on the HTTP Request node. Increase the timeout limit in node 'Settings' if handling high-res scans.

- [ ] Webhook successfully receives a JSON payload from Docsumo when a test document is 'Validated'. - [ ] IF Node correctly filters out 'In-Progress' documents. - [ ] Search Contact node returns an ID for existing vendors and successfully triggers contact creation for new ones. - [ ] The Code Node outputs an array of Line Items in the format: `[{"Description": "...", "UnitAmount": 10.00}]`. - [ ] Xero node creates a 'Draft' bill with the PDF attached in the 'Files' side-bar of the transaction. - [ ] n8n 'Execution Log' shows green success indicators for all nodes in the path.