Run Smarter · Xero Integration

Xero integration that connects your systems and takes the data entry away

We connect Xero to the tools you already run your business on, from Shopify and Amazon to your CRM, payment providers and stock system. Then we add AI for invoice processing, bank reconciliation, credit control and reporting, with your accountant or a named person approving anything that matters.

Take the AI Readiness Check See examples

Example

Map your systems and Xero

Connect apps and data flows

AI handles the routine work

You approve, Xero stays right

AI + Experts + Your Data

Any one of these on its own falls short. Together they give you the speed of AI with answers you can trust.

Does the heavy lifting

AI reads bills, matches transactions and drafts invoices and reminders in Xero.

EXPERT

Checks it's right

An accountant or named person approves anything that changes your books or reaches a customer.

YOUR DATA

Keeps it grounded

Your Xero history, chart of accounts, suppliers and rules, so every entry lands where it should.

HOW IT WORKS

How it works, step by step

Here is a typical job, from the moment it arrives to the moment it is done. Watch it move through.

01Map your systems and Xero
02Connect apps and data flows
03AI handles the routine work
04You approve, Xero stays right

Where it pays off

Real examples of where Xero Integration pays off. Filter by the part of the business you care about.

ECOMMERCE

Connect Shopify to Xero

Orders, payouts, fees and refunds land in Xero in a form your accountant can reconcile, not one lump sum a month.

Ecommerce

ACCOUNTS PAYABLE

Bills and invoice processing

AI reads supplier bills from email, checks them against purchase orders and creates draft bills in Xero for approval.

All sectors

BOOKKEEPING

Bank reconciliation help

Bank feeds matched against invoices, payouts and receipts, with the odd ones flagged for a person to check.

All sectors

CASH FLOW

Credit control from Xero data

Overdue Xero invoices trigger polite, timed reminders, and stop the moment the payment status changes to paid.

Professional servicesTrades and B2B

SALES

CRM and job systems linked

Won deals and finished jobs in HubSpot, Pipedrive or your job management tool become Xero sales invoices automatically.

Professional servicesTrades and B2B

REPORTING

Reporting you can ask questions of

Xero data joined with sales and stock figures, so a weekly cash flow view arrives without anyone building a spreadsheet.

All sectors

Start small. Prove it works. Then scale.

No big transformation projects. We find the one thing worth doing first, prove it with a pilot, then keep building month by month.

01 · 3 MINUTES

AI Readiness Check

Seven questions and a straight answer on whether AI fits your business yet.

02 · 1 DAY

1 Day Business Analysis

A day with your team to find the quickest wins. Free for a great fit.

03 · 2 TO 4 WEEKS

Pilot Build

One workflow built, tested and handed over, so you see it working first.

04 · MONTHLY

Monthly Support

Monitoring, training and the next build. Leave at the end of any month.

IN DEPTH

The detail, in 9 short parts

01 / 09

What is a Xero integration?

A Xero integration is a connection between Xero accounting software and another system, so financial data moves between them without anyone retyping it. It might be your online store, a payment provider, your CRM, a stock system or a document capture tool. When the integration is set up properly, sales, bills and payments appear in your Xero account automatically and in the right place.

Most small businesses already use a handful of tools around Xero. The trouble is that they rarely talk to each other. Someone exports a report, copies totals into Xero, chases a missing receipt and fixes the duplicate data entry later. That manual work is slow, easy to get wrong and expensive in the hours it eats.

Integration with Xero solves the moving of data. Xero automation, with AI added, solves the thinking that sits around it: reading a supplier bill, working out which order a payout belongs to, deciding which invoice is overdue and who should be reminded. We do both, and a person stays in charge of the books.

02 / 09

Why Xero integrations matter for small businesses

Xero is cloud based accounting software, and it's built to connect. The Xero App Store lists apps for almost every job, and Xero publishes an open API through the Xero Developer Centre so other systems can read and write data. The difficult part isn't finding an app. It's choosing the right ones, setting them up so the data is clean, and joining up the gaps that no app covers.

Less manual data entry: orders, bills and payments flow into Xero automatically instead of being keyed in.
Fewer errors: removing manual entry and copy-and-paste improves accuracy and cuts the time spent fixing mistakes.
Better cash flow: invoices go out faster, overdue ones are chased on time, and you can see what's coming in.
Real time insights: when your data syncs every day, your balance sheet and cash flow forecasts reflect today, not last month.
Time back for higher value work: your finance team or bookkeeper checks and advises instead of typing.
Making Tax Digital ready: digital links between systems help keep VAT records complete and accurate.

03 / 09

The integrations we set up most often

Every business is different, but most Xero users need the same few connections. Here's what we usually look at first.

Connect Shopify to Xero

Xero has its own Shopify integration, built by Xero and free on all Xero plans, which brings in Shopify sales transactions and matches Shopify Payments payouts to your bank account. For many online stores it's the right starting point. We set it up, map your tax rates and accounts, and handle what it doesn't cover, such as Amazon or eBay sales, gift cards, multiple currencies or a stock system that also needs to know about each order. If you sell on Shopify, our Shopify integrations page covers the store side in more detail.

Payment providers and payouts

Stripe, PayPal, GoCardless, Apple Pay and Google Pay all settle money differently. Payouts arrive as one bank line made up of many sales, minus fees and refunds. We connect your payment data so each payout splits into its parts and reconciles cleanly against the bank feeds in Xero.

CRM and customer relationship management

When a deal is won in HubSpot, Salesforce, Zoho or Pipedrive, a Xero invoice can be created from it automatically, and payment status can flow back so your sales team knows who has paid. That avoids switching tools and keeps one version of each customer.

Stock, job management and time tracking

Stock systems, job management tools and time tracking apps all hold numbers that belong in Xero. We connect them so stock values, job costs and billable hours turn into accurate Xero invoices and reports.

Document management and document capture

Receipts, bills and financial documents arrive by email, post and phone photo. Document capture tools and our AI Document Processing service read them, pull out the supplier, amounts, VAT and due dates, and post draft bills into Xero for approval, with the original document attached.

04 / 09

Where AI for Xero helps

Connecting apps moves data from A to B. AI for Xero handles the jobs that need judgement, the repetitive tasks that used to need a person to read something first. Xero has its own AI assistant, JAX, and it's worth using. We work alongside it, adding AI that knows your suppliers, your other systems and your rules.

Invoice processing and accounts payable

AI reads incoming bills, checks them against purchase orders and previous bills, spots duplicates and odd amounts, and creates draft bills in Xero. Simple approval workflows send each one to the right person. Nothing is paid without a person approving it.

Bank reconciliation

AI suggests matches for bank transactions that don't line up neatly, such as a payout covering forty orders or a supplier who pays two invoices at once. It explains why it thinks each match is right, and a person confirms.

Credit control

Our AI Credit Control service reads overdue Xero invoices and sends reminders in your tone of voice on a timetable you set. It stops chasing the moment Xero shows the invoice as paid, and flags anything that needs a phone call.

Reporting and real time data

Instead of waiting for month end, you get a short weekly summary built from your Xero data and the systems around it: cash in, cash out, what's overdue and what's changed. You can ask follow-up questions in plain English.

05 / 09

AI plus experienced people plus your data

AI on its own will make confident mistakes with your books. People on their own are slow at repetitive tasks. Your data on its own just sits there. Put together, they work: AI does the reading and matching, an accountant or named person approves anything that changes your books or reaches a customer, supplier or bank, and your own Xero history and rules keep every entry consistent.

We're happy to work with your existing accountant or Xero partner. Many accounting firms and accounting practices welcome it, because clean, well connected client documents and data make their job faster too.

06 / 09

How a Xero integration project works

We keep projects small and practical, so you see a result quickly and only go further if it's working.

1. Map your systems

We look at your Xero organisation, chart of accounts and the tools around it, and find where data is being typed twice or checked by hand. The 1 Day Business Analysis, £995, is a good way to do this properly.

2. Connect and test

We set up the native Xero integration where one exists, and use Make, Zapier, n8n or a small custom connection where it doesn't. Everything is tested on real transactions before it touches your live books.

3. Add AI where it saves time

Once data flows cleanly, we add AI for the manual tasks that remain, such as invoice processing, reconciliation suggestions and reminders. A pilot runs from £1,500 over 2 to 4 weeks.

4. Support and improve

Integrations need looking after when apps change. Monthly support from £750 a month keeps them running, and you can stop at the end of any month.

07 / 09

Choosing the best Xero integrations

There's no single list of the best Xero integrations, because the right set depends on how you sell, buy and get paid. A few questions help:

Is there a native Xero integration or a Xero-built app? If so, start there.
Does it sync detail or just totals? Detail is easier to reconcile and report on.
What happens when it fails? Good integrations alert someone instead of failing quietly.
Who owns the connection and the logins? It should be you.
How many other apps does it need? Fewer moving parts means fewer things to break.

08 / 09

Data safety and UK GDPR

Your financial data is sensitive. We follow UK GDPR, sign a data processing agreement before we see any data, and use the least access each connection needs. Where an app only needs to read from Xero, it only gets read access. Every automated change is logged so your accountant can see what happened and when.

09 / 09

Xero integration work we've done

We built the eCounts website and its ecommerce integrations with Xero. We also handle invoice processing and Xero reconciliation for EV Cable Shop, a UK ecommerce business selling EV charging cables on Shopify.

If you're spending hours each week moving data into Xero, chasing invoices or matching payouts, we'd like to help. Related services include AI Document Processing, AI Credit Control, AI for Finance and Automations.

FAQ

Common questions

Will this replace our accountant?

No. It takes the data entry away so your accountant or bookkeeper spends their time checking, advising and approving instead of typing.

Do we need a particular Xero plan?

Most integrations work on any Xero plan. A few features, such as some bill and project tools, depend on your plan, so we check yours first.

Who owns the integrations?

You do. Connections run under your own Xero organisation and app accounts, and we document every one so nothing is a black box.

What AI works with Xero?

Xero has its own AI assistant, JAX, and many apps in the Xero App Store use AI for document capture and bookkeeping. General AI tools such as Claude and ChatGPT can also work with Xero data through approved connections. We set these up with limited access and a person approving changes.

Can I do bookkeeping with AI?

AI can do a lot of the routine bookkeeping, such as reading bills, suggesting bank matches and drafting invoices. It still needs a person to check and approve, and your accountant to review the books and handle tax.

What is the best accounting software to connect to Shopify?

Xero and QuickBooks both connect well to Shopify, and Xero has its own free Shopify integration. The best choice depends on what your accountant uses and what else you need to connect.

How do I link my account to Xero?

Most apps connect through a secure Xero login: you sign in, choose your Xero organisation and approve the access requested. We check what each app can see and change before you approve it.

Does HMRC recognise Xero?

Yes. Xero is on HMRC's list of software that works with Making Tax Digital for VAT. Keeping digital links between your other systems and Xero helps your records stay complete.