Automated Accounts Payable: Docsumo to Xero (Zapier)

1. **Create the Zap**: Log in to Zapier and click 'Create Zap'. Name it 'Docsumo Invoices to Xero Bills'. 2. **Set up Docsumo Trigger**: Select **Docsumo** as the Trigger App and choose **'Document Processed'** as the Event. Connect your Docsumo account using your API key found in Docsumo Settings. 3. **Test Trigger & Map Webhook**: In Docsumo, go to Settings > Webhooks and paste the Zapier Webhook URL if prompted. Trigger a test by validating a document in Docsumo to fetch 'live' sample data. 4. **Add a Filter (Optional but Recommended)**: Add a **'Filter by Zapier'** step. Set it to only continue if `Status` (from Docsumo) exactly matches `validated`. 5. **Find or Create Xero Contact**: Add a **Xero** action step: **'Find Contact'**. Map the extracted `Vendor Name` from Docsumo. Check the box **'Create Xero Contact if it doesn't exist yet?'** to automate vendor onboarding. 6. **Format Line Items**: If your invoice has multiple lines, use a **'Formatter by Zapier (Utilities)'** step with the 'Line Itemizer' function to ensure Docsumo's array data is formatted correctly for Xero's line-item fields. 7. **Create Purchase Invoice in Xero**: Choose **Xero** as the Action App and **'Create Purchase Invoice'** as the Event. - **Contact**: Use the ID from Step 5. - **Status**: Select 'Draft' (safest for review). - **Line Items**: Map the Item Description, Quantity, and Unit Amount from the Formatter/Docsumo step. 8. **Upload Attachment**: Add another **Xero** step: **'Upload File'**. For the 'File' field, use the `Document URL` from Docsumo. For 'Object Type', select 'Accounts Payable Invoice'. For 'Object ID', map the Invoice ID created in Step 7. 9. **Error Handling**: Click the '+' icon between steps to add a **'Path'** or use Zapier's **'Error Handler'** (on select plans) to send a Slack or Email notification if the Xero API returns a 400 error (e.g., duplicate invoice number).

| Docsumo Field | Xero Field | Requirement | Transformation/Logic | | :--- | :--- | :--- | :-- | | `vendor_name` | Contact Name | **Required** | Use 'Find/Create Contact' step first. | | `invoice_number` | Reference | **Required** | Prevents duplicates in Xero. | | `date` | Date | **Required** | Zapier auto-converts most ISO dates. | | `due_date` | Due Date | Optional | Default to `Date + 30` via Formatter if missing. | | `line_items[].desc` | Description | **Required** | Map as List/Array. | | `line_items[].price` | Unit Amount | **Required** | Map as List/Array. | | `total_tax` | Total Tax | Optional | Map to 'Tax Amount' if not using Tax Types. | | `document_url` | File Attachment | Optional | Ensures audit trail in Xero. |

• **Line Item Loops**: Unlike Make.com, Zapier treats line items as comma-separated strings inside the 'Create Purchase Invoice' step. Ensure you map the array fields directly; Zapier will automatically iterate through them. • **Duplicate Invoice Numbers**: Xero will reject 'Purchase Invoices' with a reference/invoice number that already exists for that contact. Use a search step or an error path to handle this. • **Currency Codes**: Xero requires 3-letter ISO codes (USD, EUR). If Docsumo extracts symbols ($), use a 'Formatter > Replace' step to convert symbols to ISO codes before hitting Xero. • **Task Usage**: Each document creates about 4-5 tasks (Trigger + Filter + Contact + Invoice + File). Ensure your Zapier plan has sufficient task volume for your monthly invoice count.

- [ ] **Test Document**: Upload a PDF to Docsumo and manually move it to 'Validated' status. - [ ] **History Check**: View 'Zap History' to ensure the data passed successfully from Docsumo to the Xero mapping step. - [ ] **Contact Verification**: Check Xero Contacts to ensure the vendor was found or created without duplicates. - [ ] **Draft Bill Check**: Open 'Bills to Pay' (Drafts) in Xero and verify line items match the PDF exactly. - [ ] **Attachment Check**: Ensure the side-panel in the Xero invoice contains the original Docsumo PDF link/file.