1: Add the Workspace Template
All synced Xero data lives in a monday.com workspace template, a folder of pre-configured boards that automatically sync real-time records from your Xero account. The workspace template is available in the template center after you install the app.
2: Connect Your Xero Account
In the Getting Started board of the workspace template, there is a section to connect your Xero account in 3 steps. This is done once and will authorize both Xero and monday.com to sync records on your behalf.
- Authorize monday.com - this will take you through the monday.com authorization flow to allow the app to access monday records on your behalf
- Connect Xero - this will take you through the Xero authorization flow to allow the app to access Xero records on your behalf. Here you will select the organization you specifically want if you have more than one
- Configure - Save the organization you selected in step 2 and ensure that the workspace boards are prepared to sync data
Once the connection is complete, your Getting Started board will look like this:
That's it! You are now ready to work with Xero data in your monday workspace.
3: Real-time Updates
Sync for Xero is configured to receive real-time updates to any new or updated contacts, invoices, and bills. That means every new contact, invoice, or bill in your Xero account will automatically be created in your monday.com boards once you connect to Xero.
4: Historical Data Sync
After connecting your store, you may want to do a historical sync to pull in all of your contact (or other) records in Xero. There is a section at the top of the Getting Started board to import any or all of your board data from a certain point in the past:
You may select to import one board or all the boards at once. Once you select how far back you want to sync records, the historical sync will begin. This can take a varying amount of time based on how many bills, invoices, and contact you have in your Xero account. It is normal for accounts with >1,000 contacts and accounting records to take up to an hour to sync into monday.com
5: Create a New Record in monday.com
Creating new records (contacts, invoices, bills, etc.) in monday.com is done through the Board View of each of the boards. The following image shows how to access the board view tab and then were to create a new invoice (for example) in monday.com:
Once you click create, the record will be automatically created in Xero.
6: Update an Existing Record in monday.com
Sync for Xero allows you to make changes to any existing record in monday.com and sync the updates back into your Xero account. To update an item in monday.com, open up the item view by clicking on on the double arrow in the monday board:
Update the necessary information and then click the "Update" button to sync back to Xero. Sync for Xero does not support updating columns directly in the board.
Here is what the invoice Item View looks like:
6: Data Limits
Sync for Xero follows the same limits as monday.com and Xero. The max number of items in a monday.com board is 10K for non-enterprise plans and up to 100K or more on enterprise plans. Xero recommends no more than 1K new invoices per day
7: Connect Multiple Stores
Sync for Xero supports multiple Xero accounts in the same monday.com workspace! However, we require that you install a new workspace template for each account. To sync an additional Xero account, add a new workspace template and proceed with setting up the connection to Xero on the Getting Started board (see steps above)
8: Billing and Features
Pricing for Sync for Xero uses the default monday.com seat-based billing model. After the trial period, the monday account will be charged at $5/seat per month, with a discount applied to accounts on a yearly billing cycle. With the Sync for Xero subscription you get all current and future features of the app including:
- Pre-configured boards for Contacts, Products/Services, Invoices, Bills, Purchase Orders, and Quotas
- Real-time updates for all Contacts, Invoices, and Bills
- Line items synced for Invoices and Bills
- Bi-directional updates for new or updated records in monday.com
- Historical data import for all boards to get you up and running quickly
- Premium support for any issues you run into or new features required to help your business
9: Security and Permissions
Sync for Xero has undergone security and data-handling reviews with both the Xero and monday.com partner teams. We take privacy and the protection of your data seriously, and we design our system to follow the principle of least privilege (i.e. only accessing what is required to deliver the functionality of the app).
All data syncing from Xero uses the permissions of the user who initially connects the app. This ensures that data visibility and access always align with the permissions already defined in your Xero account.
For actions that modify data in Xero, such as writing updates or deleting records, each individual user must connect their own Xero account. This verification step confirms that the user has the appropriate permissions before any changes are made, preventing unauthorized updates and maintaining full accountability.
10: Uninstall and Data Removal
We follow all Xero and monday.com safe data handling practices. To clear your saved data, click the Remove All Connections button on the Getting Started view. This will clear all Xero and monday.com tokens that are used to sync your account data.
