Automated Shopify Order to Xero Invoice Reconciliation (Make.com)

1. **Create Scenario**: Log into Make.com, click 'Create a new scenario', and name it 'Shopify Orders to Xero Invoices'. 2. **Configure Shopify Trigger**: Add the **Shopify > Watch Orders** module. Select 'Webhooks' as the connection type. Add a new webhook, connect your store, and set the status to 'paid' to ensure only finalized orders sync. 3. **Search for Existing Contact**: Add the **Xero > Search Contacts** module. Map the `Customer: Email` from Shopify to the 'Email Address' field in Xero to prevent duplicate records. 4. **Add Router (Optional)**: If you want to handle guest checkouts differently, add a Router. Otherwise, proceed to contact logic. 5. **Conditional Contact Creation**: Add a **Xero > Create a Contact** module. Set a Filter between the Search and Create modules where 'Contact ID' from the search results `Does not exist`. Map name, email, and address fields. 6. **Map Line Items**: Add an **Iterator** module if you have complex orders, though the Xero 'Create Invoice' module in Make.com natively handles arrays. Map the `Line Items` array from Shopify to the Xero Invoice 'Line Items' section. 7. **Create Invoice**: Add the **Xero > Create an Invoice** module. Map `Order Name` to 'Invoice Number', `Total Price` to 'Amount', and use the `Contact ID` from the previous steps. 8. **Apply Tax Rates**: Use a `switch()` function in the mapping to convert Shopify Tax Titles (e.g., 'State Tax') to your specific Xero Tax Type codes (e.g., 'OUTPUT'). 9. **Record Payment**: Add the **Xero > Create a Payment** module. Link it to the Invoice ID created in step 7 and map it to your 'Shopify Clearing' bank account in Xero. 10. **Error Handling**: Right-click the Xero modules and select 'Add error handler'. Use the **Break** directive to store the execution and allow for manual retries if the Xero API is down.

| Shopify Field | Xero Field | Make.com Mapping / Function | Required? | | :--- | :--- | :--- | :--- | | `Order ID` | Invoice Number | `{{1.name}}` | Yes | | `Customer: Email` | Contact Email | `{{1.customer.email}}` | Yes | | `Line Items[]` | Line Items | `Map items directly to Xero Array` | Yes | | `Created At` | Date | `{{formatDate(1.created_at; "YYYY-MM-DD")}}` | Yes | | `Total Tax` | Tax Amount | `{{1.total_tax}}` | Yes | | `Shipping Address` | Postal Address | `{{1.shipping_address.address1}}` | No | | `Currency` | Currency Code | `{{upper(1.currency)}}` | Yes |

* **Xero Rate Limits**: Xero has a limit of 60 calls per minute. If you have high volume, use the 'Sleep' module or set the scenario to run at intervals rather than 'Immediately'. * **Line Item Mappings**: Ensure Shopify SKUs match Xero Item Codes exactly, or the module will fail. Use the `ifempty()` function for items without SKUs. * **Tax Logic**: Shopify provides tax amounts, but Xero often recalculates based on the Tax Type code. Ensure your Xero Tax Rates are configured to 'Tax Inclusive' to match Shopify's checkout totals. * **Connection Expiry**: Xero OAuth connections in Make.com may occasionally require re-authorization after 60 days of inactivity.

- [ ] **Run Once**: Use the 'Run Once' button and manually paste a Shopify Order ID. - [ ] **Contact Search**: Verify the 'Search Contacts' module successfully found an existing contact during testing. - [ ] **Tax Validation**: Check the Xero Invoice to ensure the tax amount matches the Shopify Order total exactly. - [ ] **Payment Applied**: Confirm the Xero Invoice status is set to 'PAID' (if the payment module was triggered). - [ ] **Log Inspection**: Check the Make.com 'History' tab for any 'Data Mapping' errors or 400-series API responses.