Automated Sales Invoicing: Google Sheets to Xero (Make.com)

1. **Create a New Scenario**: Log into your Make.com dashboard and click '+ Create a new scenario'. 2. **Configure Google Sheets Trigger**: Add the 'Google Sheets > Watch Changes' module (requires the Make Chrome Extension) or 'Watch Rows'. Select your Spreadsheet and Sheet Name. Set the 'Limit' to 1 to process one invoice at a time during testing. 3. **Establish Connections**: Click 'Add' on the Google Sheets module to authorize your Google account. Do the same for the Xero modules using your Xero developer credentials or the standard OAuth flow. 4. **Add a Filter**: Click the line between the Sheets module and the next step. Label it 'Check Status'. Set the condition to only allow rows where the 'Status' column (e.g., Column E) exactly matches 'Send to Xero'. 5. **Search/Create Contact Logic**: Add the 'Xero > Search for a Contact' module. Search by 'Name' or 'Email' using the value from your Google Sheet. 6. **Insert a Router**: Add a Router module. - **Route 1**: If the search results are empty, add 'Xero > Create a Contact'. - **Route 2**: If the search results exist, proceed to the invoice step. 7. **Map the Invoice Module**: Add 'Xero > Create an Invoice'. Map the Contact ID from the previous steps. Use `formatDate(row_date; YYYY-MM-DD)` for the date fields to ensure Xero compatibility. 8. **Handle Line Items**: If your sheet has multiple item columns, use the 'Add item' button in the Xero module. Map 'Description', 'Quantity', 'Unit Amount', and importantly, the 'Account Code' (e.g., 200 for Sales). 9. **Update Source Row**: Add a final 'Google Sheets > Update a Row' module. Map the 'Invoice Number' or 'Invoice ID' from the Xero module back to a 'Xero Ref' column in your sheet. Set the status to 'Synced' to prevent loops. 10. **Error Handling**: Right-click the Xero Invoice module and select 'Add error handler'. Use a 'Break' or 'Rollback' directive, or simply an 'Update Row' module to log the error message back to the Google Sheet for manual review.

| Google Sheets Source Field | Xero Destination Field | Make.com Transformation/Logic | | :--- | :--- | :--- | | `Customer Name` | `Contact > Name` | `trim(Customer Name)` | | `Date` | `Date` | `formatDate(Date; "YYYY-MM-DD")` | | `Due Date` | `DueDate` | `addDays(Date; 14)` (if adding net-14 terms) | | `Description` | `LineItems > Description` | Direct Mapping | | `Price` | `LineItems > UnitAmount` | `parseNumber(Price)` | | `Tax Rate` | `LineItems > TaxType` | Ensure string matches Xero Tax Name | | `Row ID` | `InvoiceNumber` or `Reference` | Raw value used for reconciliation |

• **Xero Date Formats**: Xero is strict. Always use the `formatDate()` function in Make to output `YYYY-MM-DD` or `YYYY-MM-DDTHH:mm:ssZ` format. • **Rate Limiting**: Xero's API has a limit of 60 requests per minute. If processing thousands of rows, use the 'Sleep' module or set the scenario to run at longer intervals. • **Connection Expiry**: Xero tokens can expire if the scenario is inactive for more than 60 days. Ensure you have 'Connection alerts' enabled in Make.com settings. • **Draft vs. Authorised**: By default, set Invoices to 'Draft' status until you are confident in your mapping, then change the Status mapping to 'AUTHORISED'.

- [ ] **Run Once**: Use the 'Run once' button with a single test row in Google Sheets. - [ ] **Check Contact Logic**: Verify that no duplicate contacts were created in Xero if the customer already existed. - [ ] **Verify Formatting**: Check the Xero Invoice 'History and Notes' to ensure the data was received without formatting warnings. - [ ] **Check Mapping Back**: Confirm the Google Sheet row was updated with a 'Synced' status and Xero Invoice ID. - [ ] **Inspect Bundles**: Use the Make.com 'Execution Inspector' (the bubble icon) to view the raw JSON sent to Xero.