What is Xero?

Xero is a cloud-based Accounting and Bookkeeping platform used to help you keep track of your company's cashflow online.

What does this Zap do?

Every time you Post an Invoice in Workbooks, the Zap will use all of the Invoice and Line Item data to create a copy of the Invoice in Xero.

Setting up the Zap

A Zap Template called 'Copy new posted invoices from Workbooks CRM to Xero' can be used to speed up the process of setting this up. It selects the correct Trigger and Action for you, and sets up some field mappings. However, there are a couple of things that need to be completed in Workbooks before you can set up the Zap.

Tax Codes

The Tax Types within Xero have corresponding codes, which will be used to identify them when mapping the Line Tax Type. To enable the Line Tax Type to map successfully, you must first update the Workbooks Tax Codes so that they match the Xero Tax Codes. The main ones are:

Workbooks	Xero
S-GB (Standard VAT Rate UK, 20%)	OUTPUT2
R-GB (Reduced Rate VAT, 5%)	RROUTPUT
Z- GB (Zero VAT Rate UK)	ZERORATEDOUTPUT
E-GB (VAT Exempt)	EXEMPTOUTPUT
N-GB (No Sales Tax Registered)	NONE

Xero Account Codes

To map to the Xero Account Codes, a field must first be created in Workbooks to store this information. Go to Configuration > Customisation > Picklists and create a new Picklist. Add the relevant Account Codes to the picklist; the standard Xero Revenue Accounts codes are 200, 260 and 270. You can find these within your Xero Account by going to Settings > General Settings > Chart of Accounts.

Then go to Configuration > Customisation > Record Types > Customer Invoice > Line Item Fields and create a new Line Item custom field of Type 'Picklist'. Choose the Account Codes picklist that you just created, and if you want, set a default value. Then go to the Form Layouts to ensure that the field shows in the correct place, and make it required if necessary.

Enable the Posted Invoice Trigger

Go to Configuration > Automation > Triggers and ensure that the 'Posted Invoice' Trigger is enabled. 

Zap Template

You can now use the 'Copy new posted invoices from Workbooks CRM to Xero' Zap template to help you set up your Zap.

This will set up the following field mappings:

Workbooks Invoice field	Xero Invoice field	Notes
Customer	Contact Name
Customer Invoice Date	Date	The date the Invoice was raised
Payment Due Date	Due Date
Document Currency	Currency
Object URL	URL	This is the URL of the source document
Object Reference	Invoice Number	e.g. INV-123. Delete this mapping if you want Xero to generate the number for you
Line Item Description	Line Description
Line Item Unit Quantity	Line Quantity
Line Item Unit Price	Line Unit Price
Line Item Discount %	Line Discount %

You can delete the mappings that are not required, and add more mappings as necessary, like Invoice Status. However, if a mapped field has not been filled in within Workbooks, the Zap will error and the Invoice will not be copied across to Xero.

You must add a mapping for the Line Account Code from your new Xero Account Codes custom field, and a mapping to the Line Tax Type from the Workbooks Line Item Sales Tax Code. You can then complete and test the Zap.