Suggested Xero Zaps
We suggest the following Zaps to integrate WooCommerce with Xero.
- New Contact – Adds a new contact.
- New Invoice – Adds a new invoice.
Use the billing or shipping information from your WooCommerce order to create a new contact.
Xero has a Postal and Physical Address – each Zapier action for Xero will only load data for one of these. Your Zap can optionally specify an Address Type. If you leave this blank or use STREET, your address data will be loaded as the Physical Address. If you use POBOX, your address data will be loaded as the Postal Address.
You can create a new invoice in Xero for each new sale in WooCommerce. There are several choices that need to be made to use this facility, depending on how you run your business.
The following sections step through different aspects of setting up a Zap that creates a Xero invoice, showing one way you coujld configure a Zap.
WooCommerce Trigger and Xero Action
In most cases use the WooCommerce New Order trigger to fire your Zap each time an order goes to a status of processing (indicating the order has been paid for).
Use the Xero Create Invoice action. This action allows you to created an invoice with a status authorised – there isn’t Xero action that allows creation of a paid invoice.
Contact Name and Email Address
Each invoice can have a contact name (use the First Name and Last Name fields for this) and an email address. There is no facility for adding physical or shipping address with this Xero action.
Note adding a Contact Name to an invoice is not the same as creating a Xero Contact.
Invoice Type and Invoice Status
Use accrec (accounts receivable) to create a sales invoice. The accpay type is a Xero accounts payable invoice.
You can choose the appropriate Xero invoice status for your requirements = the example shows creation of an authorised invoice, creating an invoice that is ready to apply a payment against.
You can construct your own invoice number using your own text together with data fields. The example shows putting the WooCommerce order id after ‘ECOM’, so the invoice number would appear in Xero like ECOM2945 for order 2945.
Line Account Code
The Line Account Code is chosen from your Xero chart of accounts – this code is used for all invoices created by the Zap.
You can only add one line item for each invoice, so even if your WooCommerce sale can have multiple line items, you need to create a summary line item that invoices the total order amount.
Line Item Type
Each invoice is created with a specific tax treatment, either Exclusive, Inclusive or NoTax. Your choice here may depend on how your WooCommerce store is configured to handle tax.
If your WooCommerce store handles taxable and tax exempt items in the same order, it may not be possible to use the current Xero action to create Xero invoices that accurately reflect your orders.
Line Item Description, Quantity and Amount
You can only create Zapier invoices with a single line item. This may mean you consider creating a summary line item using the Total Amount and a Quantity of 1, together with a Line Description that summarises the sale in a suitable way. The example below shows the Line Description combining the name of a store together with the ItemCount (number of items purchased in WooCommerce) in the purchase. You can use any combination of text and data fields to construct your own Line Description.