Sync Multi-Channel Ecommerce Orders to Xero Invoices (Make.com)

1. **Create Scenario & Webhook**: In Make.com, create a new scenario and add the 'Webhooks' module. Select 'Custom Webhook' and copy the URL into your Multi-Channel Tool (Tool A) to trigger on 'Order Placed'. 2. **Initialize Connection**: Add the 'Xero' module. Click 'Add' to establish a connection via OAuth2, logging into your Xero account and selecting the correct Organization. 3. **Search for Contact**: Add a 'Xero: Get a Contact' module. Map the email address from Tool A to the 'Email' field in Xero to prevent duplicate records. 4. **Apply Routing Logic**: Place a 'Router' module. Create two paths using Filters: Path A if 'Contact ID' does not exist (Create Contact); Path B if it does (Update Contact). 5. **Configure Invoice Creation**: Add the 'Xero: Create an Invoice' module. Map 'Order ID' to 'Invoice Number' and use the `parseDate()` function to format the transaction date correctly for Xero. 6. **Map Line Items & Taxes**: Use the 'Map' toggle on Line Items. Ensure SKU, Quantity, and Unit Amount are linked. Use a `switch()` function in the Tax Type field to map Marketplace Tax Codes to Xero Account Tax Codes (e.g., `switch(TaxName; VAT; Output; Zero Rated)`). 7. **Add Payment Logic**: Add a 'Xero: Create a Payment' module. Map the 'Invoice ID' from the previous step and specify the 'Bank Account ID' where the funds are deposited (e.g., your Stripe or PayPal clearing account in Xero). 8. **Implement Error Handling**: Right-click the Xero Invoice module and select 'Add error handler'. Choose the 'Break' directive to automatically retry if Xero's API is temporarily down, ensuring no orders are missed.

| Tool A Source Field | Make.com Transformation | Xero Destination Field | Requirement | | :--- | :--- | :--- | :--- | | Customer Email | `lower(email)` | Contact: Email Address | Required | | Order ID | `Order-{{value}}` | Invoice: Invoice Number | Required (Unique) | | Created Date | `formatDate(date; YYYY-MM-DD)` | Invoice: Date | Required | | Line Item SKU | `{{item.sku}}` | Line Item: Item Code | Optional | | Subtotal | `{{total / (1 + (tax_rate/100))}}` | Line Item: Unit Amount | Required | | Shipping Country | `if(country='UK'; '20% (VAT)'; 'Exempt')` | Line Item: Tax Type | Required (Logic Based) | | Payment Gateway | `switch(gw; 'Stripe'; '120'; 'PayPal'; '121')` | Payment: Bank Account | Required |

• **Rate Limiting**: Xero has a limit of 60 calls per minute. For high-volume bursts, use the 'Sleep' module or set the scenario 'Max number of cycles' to 1 to process sequentially. • **Draft vs. Authorised**: By default, invoices may be created as 'Draft'. You must set the Status to 'Authorised' if you intend to apply a Payment in the next step, as payments cannot be applied to drafts. • **Zero-Value Invoices**: Xero may error out on $0.00 items. Use a Filter to exclude 100% discount line items if they don't impact your tax liability. • **Rounding Discrepancies**: Modern ecommerce tools often round to 2 decimals, while Xero can hold more. Ensure your 'Tax Amount' mapping matches your Tool A's calculated total to avoid balance mismatches.

- [ ] **Webhook Check**: Trigger a test order in Tool A and verify the 'Custom Webhook' module receives a '1' in the bubble. - [ ] **Mapping Check**: Open the Xero Invoice module in 'Run Once' mode and inspect the 'Input' to ensure dates and currencies are formatted correctly. - [ ] **Contact Deduplication**: Run the scenario twice with the same email to confirm no duplicate contacts are created in Xero. - [ ] **Status Verification**: Log into Xero and confirm the test invoice is marked as 'Paid' and reconciliation matches the gateway fee account. - [ ] **Error Handler Test**: Temporarily disconnect Xero and confirm the 'Break' handler creates a record in the 'Incomplete Executions' tab.