Automate Shopify Order Fulfillment to Xero Accounting (Zapier)

1. **Create the Zap**: Log into Zapier and click 'Create Zap'. Name it 'Shopify Orders to Xero Invoices'. 2. **Set Shopify Trigger**: Choose 'Shopify' as the App and 'New Order' as the Event. Connect your Shopify store using your `.myshopify.com` URL and authorize the connection. 3. **Test Trigger**: Pull in a recent order. Ensure it has line item details and customer information. 4. **Add Filter by Zapier (Optional)**: If you only want to sync paid orders, add a Filter step. Set it to 'Financial Status' | '(Text) Exactly matches' | 'paid'. 5. **Find or Create Contact in Xero**: Add a Xero action 'Find Contact'. Search by 'Email'. Check the box 'Create Xero Contact if it doesn't exist yet?'. Map 'Customer First Name' and 'Last Name' to the Name field, and 'Customer Email' to the Email field. 6. **Create Sales Invoice in Xero**: Add another Xero action 'Create Sales Invoice'. Set 'Status' to 'Draft' or 'Submitted' (recommended initially). Map 'Order Name' (e.g., #1001) to the Reference field. 7. **Map Line Items**: Under the 'Line Items' section in the Xero action, use the 'Line Items' data from Shopify. Map 'Line Item Name' to Description, 'Line Item Quantity' to Quantity, and 'Line Item Price' to Unit Amount. 8. **Account & Tax Mapping**: Select your Xero 'Account Code' (e.g., 200 - Sales). Map Shopify's 'Total Tax' to the Xero Tax Amount field or use Xero's automatic tax calculation based on the Contact's address. 9. **Add Error Handling**: Click the '...' (three dots) on the Xero Invoice step and select 'Add Extra Step' -> 'Paths' or use 'Step Deprecation' logic to notify you via Slack/Email if the invoice fails to create (e.g., due to a SKU mismatch). 10. **Final Test**: Run a test to Xero. Check your Xero 'Draft Invoices' folder to verify the data arrived correctly. 11. **Turn on Zap**: Switch the Zap to 'On' to begin real-time syncing.

| Shopify Field | Xero Field | Required | Zapier Transformation/Notes | | :--- | :--- | :--- | :--- | | `Customer Email` | Contact Email | Yes | Used for 'Find or Create' lookup | | `Customer First + Last Name` | Contact Name | Yes | Combined using a space in the mapping field | | `Order Number` (#1024) | Reference | No | Cleanest way to link Xero back to Shopify | | `Line Items Name` | Description | Yes | Zapier handles Line Item arrays automatically | | `Line Items Price` | Unit Amount | Yes | Ensure currency matches between platforms | | `Line Items Quantity` | Quantity | Yes | Integer format | | `Total Tax` | Tax Amount | No | Map to Xero Tax Type code for GST/VAT compliance | | `Created At` | Date | Yes | Use 'Formatter' if Shopify date format isn't accepted |

• **Line Item Limits**: If a Shopify order has a massive number of line items, Zapier may occasionally hit timeout limits. For high-volume stores, ensure you are on a Professional plan to use 'Autoreplay'. • **Direct to 'Authorized'**: If you set Invoice Status to 'Authorized' immediately, Xero might reject the invoice if the totals don't match decimal rounding exactly (Shopify rounds differently than Xero). Use 'Draft' first. • **Currency Mismatch**: If your Shopify store sells in multiple currencies, ensure your Xero account is set up for Multi-Currency, otherwise, the Zap will error out on non-base currency orders. • **Task Quota**: Each order triggers at least 3 tasks (Trigger, Find Contact, Create Invoice). Calculate your monthly order volume to stay within your Zapier plan limits.

- [ ] **Trigger Check**: Did Zapier successfully pull the 'New Order' sample from Shopify? - [ ] **Contact Search**: Confirm that existing customers in Xero are not being duplicated as new contacts. - [ ] **Line Item Detail**: Open the draft invoice in Xero; does it show individual items or just a lump sum? - [ ] **Tax Alignment**: Verify the 'Total' in Xero matches the 'Total' in Shopify within ±0.02 (accounting for rounding). - [ ] **History Check**: Use 'Zapier Transfer' if you need to move the last 30 days of Shopify orders into Xero immediately.