Sync Multi-Channel Ecommerce Orders to Xero Invoices (Zapier)

1. **Authenticate Trigger**: Log into Zapier, click 'Create Zap', and select your Multi-Channel tool (e.g., Linnworks, Sellbrite). Choose the 'New Order' or 'New Paid Order' trigger. 2. **Filter Valid Sales**: Add a 'Filter by Zapier' step. Set the logic to only continue if the 'Order Status' matches 'Paid' or 'Processed' to avoid syncing draft orders. 3. **Map Customer Data**: Add a Xero 'Find Contact' action. Use the buyer's email from the trigger as the search value. Check the box 'Create Xero Contact if it doesn't exist yet' and map Name and Address fields. 4. **Format Dates and Currency**: Add a 'Formatter by Zapier' (Date/Time) step if your tool provides timestamps in a format Xero doesn't recognize (Xero prefers YYYY-MM-DD). 5. **Handle Multi-Line Items**: If your Multi-Channel tool sends line items as a single string, use 'Formatter by Zapier (Utilities) > Line Itemizer' to break them into arrays that Xero can process. 6. **Configure Invoice**: Add the Xero 'Create Sales Invoice' action. Map the 'Contact ID' from Step 3. Under 'Line Items', map the Product SKU, Description, Quantity, and Unit Price. Set 'Status' to 'Authorised'. 7. **Dynamic Tax Coding**: Use a 'Formatter (Lookup Table)' step to map the shipping country to your specific Xero Tax Types (e.g., US = 'Tax on Sales', UK = '20% VAT on Income'). 8. **Record Payment**: Add a Xero 'Create Payment' action. Map the 'Invoice ID' from the previous step. Select the 'Bank Account' (e.g., Clearing Account) and map the 'Total Amount' and 'Payment Date'. 9. **Initialize Error Handling**: Click the '...' on the Xero Invoice step and select 'Add Path'. Create a path for 'If Step Fails' to send an email notification or Slack alert so no revenue is lost.

| Source Field | Xero Destination Field | Transformation / Zapier Syntax | Required? | | :--- | :--- | :--- | :--- | | Buyer Email | Contact Email | Direct Mapping | Yes | | Order ID | Reference | `{{Order_ID}}` | Yes | | Order Date | Date | `{{zap_meta_human_now}}` or Formatter | Yes | | Product SKU | Item Code | Direct Mapping | No | | Unit Price | Unit Amount | `{{Line_Items_Price}}` | Yes | | Tax Amount | Tax Type | Lookup Table (Formatter) | Yes | | Shipping Cost | Line Item (Shipping) | Add as separate line item | No | | Payment Gateway| Bank Account | Lookup Table (Stripe -> 1210 / PayPal -> 1220) | Yes |

• **Rate Limiting**: Xero has a limit of 5,000 API calls per day. If you process 1,000 orders daily, ensure you aren't using too many search steps per Zap. • **The 'Authorised' Lock**: Once an invoice is set to 'Authorised' and a payment is applied, it cannot be edited by Zapier. Always test in 'Draft' status first. • **Rounding Discrepancies**: Xero calculates tax per line. If your multi-channel tool calculates tax on the total, you may see 1-2 cent differences. Use Formatter to round to 2 decimal places. • **Duplicate Contacts**: Xero looks for an exact match on Name or Email. Ensure you map the Email field to avoid creating 'John Doe 1', 'John Doe 2' for the same customer.

- [ ] Run a 'Test Trigger' and ensure the payload contains line-item arrays. - [ ] Check 'Zap History' to confirm the Formatter Lookup Table correctly converted the Country Code to a Xero Tax Type. - [ ] Verify in the Xero Sandbox/Demo Company that the Invoice is 'Matched' with the Payment. - [ ] Confirm the Contact was searched by Email (not just Name) to prevent duplicates. - [ ] Toggle Zap 'On' and process a live $1.00 test transaction.