Xero Integration

Energy Retrofit Ireland needed its job system to push completed work into Xero without manual re-keying. The integration connects job records, invoice contacts, purchase orders, property codes, proposal items and Google Drive job images into one accounting workflow.

Challenge

Office staff were moving between jobs, proposals, documents, client records and Xero. Invoices needed the right contact, reference, job detail, status checks and supporting evidence, while avoiding duplicate invoices and mixed-client bulk runs.

Solution

The Xero module handles OAuth connection, token refresh, contact lookup and creation, draft invoices, draft quotes, bulk invoice generation, preview checks, local Xero contact sync, Drive attachment lookup by purchase order folder, draft deletion and webhook status updates.

Edge Cases

The workflow checks for expired Xero tokens, missing contacts, duplicate invoice attempts, empty invoice IDs, validation errors, oversized Drive attachments, repeated attachment files, mixed-client bulk batches, draft-only deletion and signed webhook verification before changing local finance status.

Outcome

Staff can create single or bulk Xero draft invoices from completed work, carry purchase order and property references into Xero, attach Drive images as evidence, and store returned invoice numbers and Xero IDs back on local job records for follow-up.