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
- Confirm Boards - Continue to confirm the default boards and save your settings
Once the connection is complete, your Settings tab will look like this at the bottom:
That's it! You are now ready to work with Xero data in your monday workspace.
3: 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. The Sync tab on the Getting Started board is where you can import any or all of your board data from a certain point in the past:
You may only import one item type at a time. 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 initially.
4: 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.
5: Create a New Xero Item Directly in monday.com
Creating new records (contacts, invoices, bills, etc.) in monday.com is done through the Item View of each of the boards.
- Click the blue "New" button located at the top left of each board
- On the new item, give it a name and then click the double arrows to open up the item view
- Fill out the details and then click "Create"
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:
7: Advanced Mapping + Filtering Tools
Go to the Settings tab to access advanced mapping and filtering tools. You can configure filters for each board you have connected. This is useful if you want to organize your boards based on a specific criteria like organization id, branch, or customer location. In the mapping section, select the item type you plan to add a filter or mapping for. Here we've selected invoices as the item type. You will see the list of boards that are syncing this item type.
Click on the board you want and select either the advanced mapping or advanced filtering. Here we have selected filtering and have added a filter based on Organization ID. This board will now sync invoices that only equal that specific Organization ID.
19: Connect Multiple Accounts
Sync for Xero supports multiple Xero organizations in the app. To add an additional organization, go to Settings and then Connections. Click the "Add More". Once you authorize the new organization, you have the option to sync items to your existing boards or create new ones for the organization. If you are creating new boards, we recommend duplicating the existing boards in order to copy the configuration.
9: 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
10: 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
11: 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.
12: Uninstall and Data Removal
We follow all Xero and monday.com safe data handling practices. To clear your saved data and remove the authorizations, click the Remove All Connections button on the Settings page under Connections. This will clear all Xero and monday.com tokens that are used to sync your account data.
