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Connect Xero with Moxo

Moxo integrates directly with Xero, ensuring real-time synchronization of financial data, and allowing businesses to manage invoicing, procurement, and supplier onboarding effortlessly. This intelligent automation enables organizations to reduce manual updates, minimize errors, and save time while maintaining up-to-date accounting records.

 

Adding the Xero Automation to a Flow Template or an Instant Flow:

  1. Open the Flow Builder and navigate to the area where the automation will be added.
  2. Drag and drop Automations from the left-hand panel under Control, or click the + button between actions in the Flow and select Automation.



 

 

Adding the Xero Automation to a Live Flow Workspace:

  1. Open the Flow Workspace, then click the '...' ellipsis icon.
  2. Select + Add New Action from the dropdown menu.


     
  3. Click on + Add New Action from the dropdown menu.



     
  4. Scroll down and select Automation under Control.
  5. Locate the Flow step where the automation should be added and click on + Add Here.

 

Configuring Xero:

Step 1: Set Up App and Event

  1. Select Xero as the app.




     
  2. Choose one of the following events from the available options:
    • Create Sales Invoice
    • Create Purchase Order
    • Create new Contact/Supplier

 

Step 2: Account Setup

  1. Click Connect to add an account, or click Choose to select from a pre-configured Xero account.


     
  2. Once the account is connected, click Next to proceed.

 

Step 3: Add Input Details

  1. Allow the app to access your account, and based on the selected event, input the following details:

 

If you choose Create Sales Invoice as the event:


 

  1. Fill in the input details:
    • Invoice Date - Enter the number of days after the invoice is created. Set to '0' for the current date.
    • Invoice Due Date - Specify the number of days after the invoice date for payment.
    • Customer - Select the appropriate customer from the list.
    • Tax Type - Select the Tax Rate type. Choose one: Sales Tax on Imports, Tax Exempt, Tax on Purchases, or Tax on Sales.
    • Select the Products - Select at least one product from the dropdown.
    • Description - Provide a description of the selected product(s).
    • Quantity - Enter the quantity for each product.
    • Unit Amount- Enter the unit price.
    • Account - Choose an account from the dropdown: Sales, Other Revenue, Interest Income, Cost of Goods Sold, Advertising, etc.
    • Select the Currency - Select your preferred currency.
    • Invoice Status- Choose one: Draft, Submitted, Authorized
  2. Leverage DDR in the available or DDR supported fields by clicking on the “{.}” autofill icon to pull workspace and previous action metadata.
  3. Once all details are filled, click Next. Review the automation details and click Add Automation to complete the setup.

 

If you choose “Create Purchase Order” as the event:


 

  1. Fill in the input details:
    • Order Number - Enter the purchase order number.
    • Supplier - Select a supplier from the dropdown list.
    • Reference - Add any relevant reference information.
    • Select the Currency - Choose your preferred currency from the dropdown.
    • Select the Product(s) - Select one or more products from the list.
    • Description - Provide a clear description of the selected product(s).
    • Quantity - Enter the quantity required.
    • Unit Amount - Specify the price per unit.
    • Account - Choose an appropriate account (e.g., Cost of Goods Sold, Inventory, etc.) from the dropdown.
    • Delivery Date - Enter the number of days after the Purchase Order creation; use 0 for today's date.
    • Date - Enter the number of days to set the creation date; use 0 for the current date.
    • Purchase Order Status - Select the status from the given options- Draft, Submitted, Authorized
  2. Leverage DDR in the available or DDR supported fields by clicking on the “{.}” autofill icon to pull workspace and previous action metadata.
  3. Once all details are filled, click Next. Review the automation details and click Add Automation to complete the setup.

 

If you choose “Create new Contact/Supplier” as the event:


 

  1. Fill in the input details:
    • Contact Email - Enter the contact’s email address.
    • Contact Name - Enter the full name of the contact or customer.
    • First Name - Provide the contact's first name.
    • Last Name - Provide the contact's last name.
    • Contact Mobile - Provide the contact’s mobile number.
    • Enter the Customer's Number- Enter the unique customer or supplier number.
  2. Leverage DDR in the available or DDR supported fields by clicking on the “{.}” autofill icon to pull workspace and previous action metadata.
  3. Once all details are filled, click Next. Review the automation details and click Add Automation to complete the setup.

 

Editing an Automation in a Flow Template or a live Flow:

  1. Hover over the automation step you want to modify.
  2. Click the Edit icon.


     
  3. Modify Settings- Adjust the app, event, account type, or input fields as needed.
  4. Click Save Changes to apply your edits.
  5. Click on the Delete icon if you wish to delete the automation.

 

Automations can only be edited in saved Flow and action templates or live workspaces where the automation is incomplete. Once the automation step is completed, it cannot be reopened or edited further.

 

Mapping Automations and Events in a Flow

Once a Flow is initiated, click on the “...” ellipsis icon next to the Flow Workspace name and select Automations & Events.

Here, you can view all upcoming and completed automations and events.

   

 

If an automation is set to run after a specific step, it will execute as soon as that step is completed, sending the corresponding event to the third-party platform.
 

To confirm this:

  1. Go to the Completed section within Automations & Events.
  2. Check for the status message. If successful, it will display "Automation Executed Successfully". If the automation fails, an error message will be shown.
     

 

Mapping the Trigger in the Third-Party Application

  1. Navigate to the Xero platform.
  2. Based on the input provided in the Flow, an event will be triggered in the specific sheet selected during setup.
  3. For example, if you select "Create Purchase Order” as an event, the event will appear in the “Purchase Orders” section under the “Business” dashboard in the Xero site. Here you can map the progress of the event and the order status.



 

Best Practices:

  • Ensure all accounts are pre-configured for smooth setup.
  • Make sure to set up any required purchase orders, invoices, and contacts.
  • Regularly review automations to align with project phases or user roles.