Isak Blomkvist
Yes, monday.com can be connected to Xero. The integration turns whatever is ready to invoice in monday.com into an invoice in Xero, sets up new customers as contacts without duplicates and shows payment status in monday.com without anyone having to check the books. There is no built-in Xero integration in monday.com, so the integration is built in an integration platform like Make, around how your company actually works. This article covers what the integration does, how it is built and what to consider before you get started.
- The deal is won in monday CRM
- Router · Does the contact exist in Xero?YesThe existing contact is usedNoThe contact is created first
- The invoice is created in Xero
The integration searches on a unique customer number that exists in both systems. The same customer never gets two contacts in Xero.
- The milestone is marked done in the project
- The amount for the milestone is retrieved
- The partial invoice is created in Xero
Projects billed in installments get one invoice per completed milestone, and the project manager sees right away what has been invoiced and what remains.
- Time and line items are approved in monday.com
- The basis is locked at the end of the month
- One invoice per customer is created in Xero
- The invoice number is written back
Ongoing engagements are billed on actual time, and finance gets a finished invoice basis instead of pulling it together themselves.
- The invoice is sent from Xero
- Router · Paid on time?YesStatus paid in monday.comNoTask for the account manager
The sales rep sees in monday.com whether the customer has paid, and overdue invoices become a task instead of a surprise.
The flows above are only examples of how it can work. Every integration is built around your process: which steps it should include, what should happen in each situation and who is responsible for what.
Short answer
monday.com has no Xero integration of its own in the Integrations Center. There are third-party apps in the monday.com marketplace that sync contacts and invoices, but most integrations are built in Make or Zapier, both of which have Xero apps. Make's Xero app has both triggers and actions, which lets the flow run in both directions: invoices and contacts are created in Xero, payments and status flow back to monday.com. Zapier is enough for simple one-way flows. Make is the better fit when the flow has conditions, multiple steps or needs error handling, and that is where we build most integrations.
What the integration can do
Here are four common examples. Your integration can do more, less or something entirely different, depending on how you work.
The invoice is created in Xero when something in monday.com is ready to bill: a won deal, a completed milestone or a month-end close. Contact, line items and amounts come along, and the same deal can produce several invoices, including recurring ones for contracts.
If the customer does not exist in Xero, it is set up as a contact before the invoice is created. The integration first searches on a unique customer number, so the same customer does not end up there twice.
The invoice can be put together and reviewed in monday.com before it is created as a draft in Xero. The sales rep sees what is being invoiced, and finance does not have to chase documents.
When the payment is recorded in Xero, the status is updated in monday.com. If an invoice becomes overdue, the integration can add a task for whoever owns the customer.
Why connect monday.com and Xero?
- Less duplicate work. Customer details, amounts and invoice status are entered once, not in two systems.
- Fewer errors. When the details come along automatically, misspelled contacts, wrong amounts and forgotten invoices disappear.
- Paid faster. The invoice is created the same day the documents are ready, and overdue invoices are spotted right away instead of at the next review.
- Sales and finance see the same thing. The sales rep sees in monday.com whether the customer has paid, and finance sees what is on its way in.
How the integration is built
There are three options, and the right one depends on how advanced the flow is.
| Option | Best when | Keep in mind |
|---|---|---|
| Third-party app in the monday.com marketplace | You want a ready-made sync of contacts and invoices without logic of your own | The app decides what is synced and how. If it does not fit your process, you have to adapt the process to the app |
| Make or Zapier | Flows with conditions, multiple steps and both directions, for example a partial invoice on a milestone and payment status flowing back | Make's Xero app has triggers for events in Xero and actions for contacts, invoices, credit notes and payments. Zapier is enough for simple one-way flows |
| Custom code against Xero's API | Large volumes or unusual requirements the platforms cannot handle | Requires a registered app with Xero and someone to own and maintain the code |
For most companies, Make is the right option, but the platform is just the tool. What determines whether the integration holds up is how it is built: how the details in monday.com map to contacts, accounts, tax rates and payment terms in Xero, how the flow handles exceptions like credit notes, discounts and changed amounts, and what happens when something goes wrong. An integration that works in a test but silently misses invoices in production costs more than it saves. That is why we build with logging and alerts from the start, and manage the integration as the process or systems change. The integration requires a Xero account with a user who is allowed to connect apps.
What to decide before you build
An integration is never better than the process it automates. These questions determine whether it works in practice:
- What should trigger the invoice? A won deal, a completed milestone, a delivery or a month-end close. Decide exactly which status in monday.com creates the invoice, and who is allowed to set it.
- Which details must be in place? Customer number, billing address, line items, account and tax rate must be filled in before the invoice can be created. Otherwise it will be wrong or get stopped.
- How are contacts matched? A unique customer number that exists in both systems is the most reliable. A name is not enough, since the same customer can be spelled several ways.
- Who reviews the invoice? Should it be approved and sent directly, or created as a draft in Xero that finance approves first?
- What happens when something goes wrong? A good flow logs every run and flags when an invoice could not be created, instead of silently skipping it.
When Xero is used in Sweden
In Sweden, Xero is most common among companies with owners or a parent company in the UK, Australia or New Zealand, or Swedish companies with subsidiaries where Xero is the standard. The Swedish company then often keeps its books in Fortnox, a Swedish accounting system, or Visma Net, while the sister company uses Xero, and monday.com is the shared layer on top. The integration is then built so that the right company is invoiced from the right system, with the same board in monday CRM or monday work management as the starting point. What the corresponding integration looks like for the Swedish systems is covered in monday.com and Fortnox and monday.com and Visma Net. You can find more integrations under all integrations.
Straviont builds the integration
We are an official monday.com partner and certified CRM specialists with monday.com, and we build integrations between monday.com and finance systems in Make. We start with the process: what should trigger the invoice, which details must be in place and who is responsible for what. Only then is the flow built, with logging and error handling, and we manage it as your business changes.
Frequently asked questions
Can monday.com be connected to Xero?
Yes. monday.com and Xero are connected through an integration platform like Make or Zapier, through a third-party app in the monday.com marketplace or through custom code against Xero's API. The integration can create invoices and contacts in Xero and send payment status back to monday.com.
Is there a built-in Xero integration in monday.com?
No, not in monday.com's own Integrations Center. There are third-party apps in the marketplace, but if you want the flow to follow your process, the integration is built in Make.
Can monday.com create invoices in Xero automatically?
Yes. The integration can create the invoice in Xero when something in monday.com is ready to bill, for example a won deal or a completed milestone. Contact, line items and amounts come along, and if the contact does not exist, it is created first.
Can payment status from Xero show up in monday.com?
Yes. When a payment is recorded in Xero, the status can be updated in monday.com, and overdue invoices can trigger reminders or tasks for whoever owns the customer.
Should we choose Make or Zapier?
Zapier is enough for simple one-way flows. Make is the better fit when the flow has conditions, multiple steps, runs in both directions or needs error handling and logging, which applies to most integrations between CRM and invoicing.
What do we need in Xero to connect the systems?
A Xero account and a user with permission to connect apps and work with contacts and invoices. If you build custom code, you also need a registered app with Xero.
Next steps
Start by describing the flow up to a paid invoice: what triggers the invoice, who does what and which details are needed. From there, building it goes quickly. If you want help, you can book a free mapping session and we will go through it together.