Xero API Integration Perth

Nano Solutions builds custom Xero integrations for Perth businesses — automating invoicing, payment reconciliation, payroll sync, and financial reporting between Xero and your internal systems. We are experienced Xero API developers using OAuth 2.0 with PKCE, webhooks, and the full Xero Accounting API. Part of our broader Systems Integration and REST API Development practices.

Why Integrate with Xero?

Xero is the dominant accounting platform for Australian small and mid-sized businesses, with over 4 million subscribers globally. But Xero on its own only handles the accounting — it does not know about your project management workflows, CRM deals, timesheets, inventory systems, or custom business processes. That gap means manual data entry, CSV imports, copy-paste errors, and reconciliation headaches.

A custom Xero integration closes that gap. Your internal systems create invoices in Xero automatically when a project milestone is approved. Payments reconcile overnight without anyone touching a spreadsheet. Timesheet data flows from your workforce portal into Xero payroll. Financial reports pull live data from Xero into your management dashboard — no waiting for the bookkeeper to export last month's numbers.

What We Build

• Invoice automation: Your CRM, project management tool, or custom platform creates Xero invoices automatically when deals close, milestones complete, or orders ship. Line items, tax codes, tracking categories, and due dates are mapped from your business rules — no manual entry.
• Payment reconciliation: Bank feed data from Xero matches against your internal records. We build matching rules for recurring payments, partial payments, and multi-currency transactions, flagging exceptions for human review instead of requiring manual reconciliation of every line.
• Payroll and timesheet sync: Employee hours from your workforce management platform flow into Xero Payroll with correct pay rates, leave balances, and super calculations. Reduces payroll processing from hours to minutes for businesses with shift workers or contractors.
• Contact and customer sync: Bidirectional sync between your CRM (Salesforce, HubSpot, or custom) and Xero contacts. New customers created in either system appear in both, with deduplication and conflict resolution rules you define.
• Financial reporting dashboards: Pull profit and loss, balance sheet, aged receivables, and cash flow data from the Xero Reports API into your custom management dashboard. Real-time visibility without logging into Xero.
• Multi-entity consolidation: If your business operates across multiple Xero organisations (common for franchise groups, holding companies, or multi-state operations), we build consolidated reporting and inter-entity transaction automation.

How Xero API Integration Works

1. Discovery and mapping (1 week): We map your business processes against the Xero Accounting API — which endpoints you need, what data flows where, and how to handle edge cases (credit notes, overpayments, voided invoices, foreign currency). Output: an integration specification document you review before we write code.
2. OAuth 2.0 setup: We register your Xero app, configure OAuth 2.0 with PKCE for secure authentication, and implement token refresh so the integration runs unattended without manual re-authorisation. Multi-tenant connections are supported if you integrate with multiple Xero organisations.
3. API development (2–6 weeks): We build the integration layer using Laravel (our primary framework) with queued jobs for reliability. Each Xero API call includes retry logic, rate-limit handling (Xero enforces 60 calls per minute), and error logging. Webhooks notify your system of changes in Xero — new payments, updated contacts, voided invoices — so your data stays fresh without constant polling.
4. Testing with Xero demo company: All integrations are tested against Xero's demo company data before touching your live organisation. We verify invoice creation, payment matching, contact sync, and error handling against realistic scenarios.
5. Go-live and monitoring: We deploy with zero downtime, monitor the first week of live data flow, and tune matching rules based on real transaction patterns. Alerts notify your team if sync jobs fail or Xero rate limits are hit.

Xero API Technical Details

• Authentication: OAuth 2.0 with PKCE (Authorization Code flow). We handle token storage, automatic refresh, and multi-tenant connections.
• Rate limits: Xero enforces 60 API calls per minute per connection. We implement request queuing, batching, and caching to stay within limits while keeping data fresh.
• Webhooks: Xero sends real-time notifications for invoice, contact, and payment events. We validate webhook signatures, deduplicate events, and process them asynchronously via Laravel queues.
• Idempotency: Every write operation uses idempotency keys to prevent duplicate invoices or payments if a network error causes a retry.
• Error handling: Xero validation errors (duplicate invoice numbers, invalid tax codes, contact limit exceeded) are caught, logged, and surfaced to your team with actionable context — not silent failures.

Common Xero Integration Scenarios in Perth

• Professional services firms: Timesheet → invoice automation. Staff log hours in your project tool, approved timesheets generate Xero invoices with the correct billing rates and tracking categories.
• E-commerce and retail: Shopify, WooCommerce, or custom storefront orders sync to Xero as invoices with payment allocation, inventory adjustments, and GST handling.
• Construction and trades: Job costing systems push progress claims and variation orders to Xero. Subcontractor invoices reconcile against purchase orders automatically.
• Property management: Rent rolls, maintenance expenses, and tenant bond movements sync between property management software and Xero.
• Membership and subscriptions: Recurring membership fees from your platform create Xero repeating invoices with automatic payment allocation from Stripe or GoCardless.

Typical Investment

Xero integration projects typically range from $8,000–$15,000 for a focused single-direction sync (e.g., invoices from your system to Xero) to $25,000–$50,000 for a comprehensive bidirectional integration covering invoices, payments, contacts, payroll, and reporting. Ongoing maintenance runs $500–$1,500/month depending on transaction volume and Xero API changes.

Book a free discovery call to discuss your Xero integration requirements.