Shopify Orders to Xero Invoices & Payments (Zapier)

1. **Create the Zap**: Log in to Zapier and click 'Create Zap'. 2. **Configure Shopify Trigger**: Select 'Shopify' as the Trigger app and 'New Order' as the Event. Choose 'paid' as the Order Status (to ensure you only sync completed transactions). 3. **Connect & Test**: Authenticate your Shopify store using the .myshopify.com URL. Pull a recent order as test data. 4. **Format Customer Data**: Add a 'Formatter by Zapier' step. Use 'Text' -> 'Split Text' to separate the Shopify Full Name into First and Last names if needed for your Xero contact structure. 5. **Sync Contact to Xero**: Add a Xero step: 'Find or Create Contact'. Map the Shopify email and use the 'Create Xero Contact if it doesn't exist yet' checkbox. Map Name and Address fields. 6. **Create Sales Invoice**: Add a Xero step: 'Create Sales Invoice'. Set Status to 'Authorised'. Map the Shopify Order Number to 'Invoice Number' and the Line Items to the Xero 'Line Items' fields. 7. **Map Product SKUs**: Ensure Shopify `Line Item SKU` maps to Xero `Item Code`. This is critical for inventory ledger accuracy. 8. **Add a Filter Step**: Before applying payment, add a 'Filter by Zapier' step. Set it to only continue if `Financial Status` (from Shopify) exactly matches `paid`. 9. **Create Payment in Xero**: Add a final Xero step: 'Create Payment'. Map the 'Invoice ID' from Step 6, set the 'Amount' from the Total, and select your Shopify Clearing Bank Account in Xero. 10. **Error Handling**: Use 'Zapier Manager' or the 'Error Handling' option (on Pro plans) to notify you via Slack if a SKU is missing or a tax rate mismatch occurs.

| Shopify Field | Xero Field | Zapier Tool/Syntax | Requirement | | :--- | :--- | :--- | :--- | | `Customer Email` | `Contact Email` | Direct Mapping | **Required** | | `First + Last Name` | `Contact Name` | `{{Step2__First}} {{Step2__Last}}` | **Required** | | `Order Number` | `Invoice Number` | `{{Step1__Order_Number}}` | Optional (Recommended) | | `Line Items: SKU` | `Item Code` | Direct Mapping | **Required** for Inventory | | `Line Items: Price` | `Unit Amount` | Direct Mapping | **Required** | | `Total Tax` | `Total Tax` | Direct Mapping | **Required** | | `Financial Status` | `Payment Status` | Filter by Zapier (`paid`) | Conditional |

- **Tax Rate Mismatches**: Xero requires specific Tax Types (e.g., 'OUTPUT'). If your Shopify tax doesn't exactly match a Xero Tax Rate, the Zap will fail. Use a lookup table (Formatter) to map 0.07 to '7% Sales Tax'. - **Inventory SKU Lock**: If a SKU exists in Shopify but not in Xero Inventory, the Invoice creation will error. Ensure product codes are synced before turning the Zap on. - **Rate Limiting**: Shopify's API is robust, but if you process 100+ orders simultaneously (e.g., a flash sale), Zapier may throttle tasks. Monitor the Task History for 'Delayed' status. - **Rounding Discrepancies**: Zapier maps items individually. Sometimes 1-cent differences occur between Shopify and Xero totals due to tax rounding. Use a 'Rounding Adjustment' line item if necessary.

- [ ] **Trigger Check**: Does the test order from Shopify show all Line Items and Customer details? - [ ] **Contact Search**: Does the 'Find or Create' step find existing customers without creating duplicates? - [ ] **Invoice Status**: Is the Xero invoice created as 'Authorised' (ready for payment) rather than 'Draft'? - [ ] **Payment Reconciliation**: Does the 'Create Payment' step apply to the correct Bank Account in Xero? - [ ] **Live Test**: Send a $0.01 test transaction through Shopify and verify the invoice appears in Xero within 2 minutes.