This guide shows you how to integrate Airtable with Xero using the Data Fetcher extension. You'll learn to import Xero invoices into Airtable and set up automatic syncing. The Xero Airtable integration lets you combine Xero's accounting features with Airtable's database capabilities for improved reporting, team collaboration, and workflow automation.
Data Fetcher also works with other accounting platforms, CRM systems, and marketing tools.
Install Data Fetcher Extension
1. Install Data Fetcher from the Airtable extension marketplace.
2. Create your free account by entering your name, email address, and password, then click Sign up for free.
3. Alternatively, sign up using your Google account.
4. Already have an account? Sign in at the bottom left of the screen.
How to Connect Airtable to Xero
Create Your Integration Request
1. On the Data Fetcher extension home screen, click Create your first request.
2. For Application, select Xero to use the Xero Airtable integration.
3. Under Authorization, select Connect to Xero.
Authorize Xero Account Access
1. On the new window that opens, log into your Xero account using your username and password.
2. If prompted, select the Company you want to give Data Fetcher access to.
3. Click Allow Access to grant permissions.
4. Back in Data Fetcher, for Endpoint, select List all invoices.
5. Give the request a name such as "Import Xero Invoices" and click Save & Continue.
Import Xero Invoices to Airtable
Configure Import Settings
1. The Statuses option allows you to fetch only invoices that have a specific status (e.g. "Authorised", "Deleted", "Draft"). Leave this blank to import all invoices.
2. The Date range option allows you to only import invoices with a date in a particular range. E.g. the last 30 days.
3. Make sure Output Table & View are set to the Airtable table you want to import the Xero invoices data into.
4. Click Save & Run.
Map Your Data Fields
Data Fetcher will now connect Airtable to Xero and the Response Field Mapping modal will open. For each field, you can either import or filter it out, and you can either map data to a new field or to an existing field.
All fields from the Xero invoices will be pre-selected and mapped to new fields by default. You can easily find the fields you want to import using the Find field search bar.
1. Make sure you import the "Invoice id" field, as you will use this to ensure the data you import into Airtable is kept in sync with any changes in Xero.
2. Import the "Invoice id", "Invoice number", "Amount due", "Contact Name", "Invoice Date" and "Status" fields, and any other fields you need.
3. Map the "Reference" field to the existing "Name" field.
3. Set the "type" of the Airtable fields as needed. For example, you can set an "Amount due" field to "Currency".
4. Once you're happy with the mapping, click Save & Run.
You'll now see all of your Xero invoice data in your Airtable table. New fields will have been created to match the invoice information from Xero.
Set Up Data Syncing (Important)
To ensure that Data Fetcher sync Airtable with Xero, even when invoices are updated:
1. Open the request's Advanced settings in Data Fetcher.
2. For Update Based on Field(s), select "Invoice id". This keeps your Airtable records in sync with the invoices in your Xero account.
3. Click Save.
Set up Automatic Xero Airtable Integration
Currently, you need to manually click Run to import any updates to your Xero invoice data. It's possible to run the Xero Airtable integration automatically at regular intervals, so any changes in Xero are synced in the Airtable.
This is a paid Data Fetcher feature, so if you haven't already, you will need to upgrade your account.
Upgrade Your Account
1. In Data Fetcher, scroll to Schedule and click Upgrade.
2. Choose a plan from the different options depending on your needs and enter your payment details.
Set Up Automatic Scheduling
1. Under Schedule, click + Authorize.
2. A window will now open, allowing you to authorize the Airtable bases you want Data Fetcher to have access to.
3. If you select + Add all resources this should avoid any issues with unauthorized bases in the future.
4. Click Grant access.
5. Schedule this request will now be switched on in Data Fetcher.
6. Select a schedule for the Xero Airtable integration based on intervals of "Minutes", "Hours", "Days" or "Months".
7. Click Save, and any new invoice data from your Xero account will automatically import into your Airtable base on your chosen schedule.
Conclusion: Sync Xero with Airtable Successfully
You've now successfully connected Xero to Airtable and set up automatic invoice syncing. This integration allows you to leverage Xero's accounting features alongside Airtable's database capabilities, automations, and customizable views for better financial management.
Common Use Cases for Xero Airtable Integration
This integration is particularly useful for:
- Accounting teams tracking invoice status and managing payment follow-ups in Airtable.
- Small business owners creating custom dashboards and reports from Xero invoice data.
- Freelancers tracking project profitability and client payment patterns.
- Finance departments combining invoice data with other business metrics for reporting.
- Project managers linking invoices to projects for budget tracking.
Related Xero Integration Guides
For related Xero workflows, explore these guides:
- Add Xero Online Invoice URLs to Airtable - Learn how to include direct links to your Xero invoices within Airtable records for quick access.
- How to Import Xero Contacts to Airtable - Discover how to sync your Xero customer and supplier contact information with Airtable.
