Automated Squarespace E-commerce Bookkeeping to Xero (Zapier)

1. **Authenticate Squarespace**: Create a new Zap and select 'Squarespace' as the Trigger. Choose the 'New Order' event. Connect your account using an API Key generated in Squarespace under Settings > Advanced > Developer Quick Tools. 2. **Setup Trigger Filter**: (Optional) Use a 'Filter by Zapier' step if you only want to sync orders from specific store pages or categories. 3. **Format Customer Names**: Add a 'Formatter by Zapier' step (Text > Split Text). Squarespace often provides a Full Name; use this to split into 'First Name' and 'Last Name' segments for cleaner Xero CRM records. 4. **Format Dates**: Use 'Formatter by Zapier' (Date/Time > Format) to ensure the Squarespace Order Date matches Xero's YYYY-MM-DD requirement. 5. **Find or Create Contact in Xero**: Add a Xero 'Find Contact' action. Use the Customer Email from Step 1 as the search term. Check the box 'Create Xero Contact if it doesn't exist yet?' and map the split names from Step 3. 6. **Create Sales Invoice**: Add a Xero 'Create Sales Invoice' action. Set the Status to 'Authorized'. Map the Squarespace 'Order ID' to the Xero 'Reference' field to prevent duplicates. Map line items by selecting 'Line Item' handling in Zapier to loop through multiple products in one order. 7. **Handle Taxes and Account Codes**: In the Invoice step, manually map your Squarespace Tax Amount to your specific Xero Tax Rate code. Assign a default 'Sales' account code (e.g., 200) unless using Logic Paths to differentiate revenue streams. 8. **Check Payment Status**: Add a 'Filter by Zapier' step. Only continue if 'Financial Status' from Squarespace exactly matches 'paid'. 9. **Apply Payment to Invoice**: Add a Xero 'Create Payment' action. Map the 'Invoice ID' from Step 6 to the 'Invoice' field. Set the 'Bank Account' to your Xero Clearing Account where Stripe/PayPal funds land. 10. **Error Handling**: Use 'Zapier Paths' or 'App Highlights' to notification your team via Slack if the Xero API returns a 'Tax Amount Mismatch' error.

| Squarespace Field | Xero Destination Field | Transformation / Logic | | :--- | :--- | :--- | | Customer Email | Contact Email Address | **Required** (Primary Key) | | Full Name | Contact Name | Use Formatter to split First/Last | | Order Number | Reference Number | **Required** (Reduces Duplicates) | | Line Item Name | Description | Use Zapier Line-Item support | | Order Total Amount | Unit Amount | Ensure currency matches | | Tax Amount | Tax Amount | Map to Xero Tax Type (e.g., '20% VAT on Income') | | Shipping Address | Postal Address | Map to Contact Billing Address |

1. **Line Item Limitation**: Zapier's standard integration handles line items well, but if you have extremely complex tax rules per item, you may need a 'Looping by Zapier' step to process each item individually. 2. **Rounding Errors**: Squarespace and Xero calculate taxes slightly differently. Use Zapier's Formatter to round currency to 2 decimal places to avoid Xero rejecting the invoice due to 'Total mismatch'. 3. **Account Codes**: Xero requires a Chart of Accounts code (e.g., 200). If this isn't mapped, the Zap will fail. Ensure a default is set. 4. **Task Usage**: Since this is a Multi-Step Zap (4-6 steps), each order will consume at least 5 tasks. Monitor your Zapier plan limit if you have high order volume.

- [ ] **Test Trigger**: Pull in a recent 'real' order in the Zapier editor to ensure all line-item data is visible. - [ ] **Formatter Check**: Verify the Split Name step correctly handles middle names or prefixes. - [ ] **Duplicate Check**: Run the Zap twice with the same Order ID; verify Xero does not create a duplicate contact. - [ ] **Tax Reconciliation**: Check a test invoice in Xero and ensure the 'Tax' line matches the Squarespace receipt exactly. - [ ] **Payment Pairing**: Confirm the 'Create Payment' step successfully moves the invoice status from 'Awaiting Payment' to 'Paid' in Xero.