The ShareBuilder Assistant is expanding its financial workflow ecosystem with a Connector that brings Xero directly into the Assistant Skills platform. With the Xero Connector, teams can respond to contact and invoice activity, coordinate accounting handoffs, create or update approved records, attach supporting files, and keep financial processes connected to CRM, sales, operations, and customer workflows.
About Xero
Xero is cloud-based accounting software for small and medium-sized businesses. It supports invoicing, bills, contacts, bank reconciliation, payments, reporting, projects, expenses, inventory, tax workflows, and connections to other business applications.
For media organizations, Xero can serve as the financial system behind advertiser billing, vendor bills, customer and supplier records, campaign-related revenue, operating expenses, and financial reporting. Much of the information needed for those processes begins elsewhere, including CRM opportunities, signed agreements, production systems, order details, campaign schedules, or internal approval workflows.
This is the Xero Connector
The Xero Connector brings selected Xero Accounting API events and record operations into Assistant Skills.
Teams can start workflows when contacts or invoices are created or updated, work with Xero organisations and charts of accounts, create and manage contacts, create or update invoices and purchase bills, attach supporting files, work with journals and manual journals, manage tracking categories, and make an authorized API request for supported operations beyond the guided actions.
Every financial workflow should preserve Xero as the accounting system of record. Assistant Skills can coordinate approved work and move validated information between systems, but accounting rules, permissions, controls, and review requirements still apply.
Respond when contacts or invoices change
The connector includes four Xero webhook triggers:
- New Contact
- Updated Contact
- New Invoice
- Updated Invoice
Each trigger is configured for a selected Xero organisation. When the related event occurs, Xero sends the event to the connector and the Skill retrieves the current contact or invoice record for use in later workflow steps.
A Skill could use these triggers to:
- notify an account owner when a customer or supplier record is created
- compare a new Xero contact with an existing CRM account
- start an internal review when an invoice or bill is created
- alert the appropriate team when an invoice status, balance, due date, or attachment state changes
- update connected work when an invoice is paid, voided, archived, or otherwise updated
- route financial activity into an approved reporting or reconciliation process
Xero treats archiving as an update event for contacts and invoices. Workflows should inspect the current record and its status instead of assuming that every update represents payment, approval, or a single specific business event.
Work across authorized Xero organisations
The List Tenants action returns the Xero organisations connected to the authorized account. Other actions use the selected tenant ID to identify the organisation in which the Skill should operate.
The Get Organization action retrieves details about that Xero organisation, while List Accounts retrieves its chart of accounts.
These actions can help a Skill:
- select the correct legal entity, market, station group, or operating company
- validate organisation details before creating financial records
- map campaign or department data to an approved account code
- provide human-readable organisation and account choices during workflow setup
- prevent records from being created in the wrong accounting organisation
A connected Xero user can only authorize organisations and records permitted by that user’s Xero role. Multi-organisation workflows should validate the tenant explicitly and should never select an organisation solely from an untrusted mapped value.
Coordinate customer and supplier contacts
The Xero Connector can list contacts, create a contact, and update a contact’s status.
List Contacts can search and filter an organisation’s contacts, retrieve selected IDs, include archived contacts when needed, and return summary or detailed results.
Create Contact can supply customer or supplier details including a name, account and contact numbers, contact status, name and email fields, addresses, phone numbers, tax and bank details, default currency, default sales and purchase account codes, and payment terms.
A Skill could use these actions to:
- find an existing Xero contact before creating a new one
- create a customer after an approved CRM account reaches the billing stage
- create a supplier after vendor onboarding is completed
- keep approved billing contact details connected to an upstream workflow
- archive or reactivate a contact through a controlled status change
- retrieve financial-contact context for an internal account review
The guided Update Contact action changes contact status only. It does not update the contact’s general profile, addresses, payment terms, tax details, or other fields.
Contact creation should include duplicate checks and an authoritative matching key. Similar names, shared billing addresses, subsidiaries, and agency relationships can otherwise create duplicate accounting contacts that are difficult to reconcile later.
Sensitive bank and tax information should only be mapped when the workflow and connected users are specifically authorized to handle it.
Create and update invoices and purchase bills
The Create Invoice action can create a sales invoice or purchase bill for a selected Xero contact. It supports dates, line items, line-amount treatment, invoice or reference numbers, branding theme, currency, status, payment-planning dates, and other invoice fields.
The Get Invoice action retrieves a selected invoice or purchase bill. Update Invoice can change an existing record using its Xero invoice ID.
These actions can support workflows such as:
- create a draft advertiser invoice after campaign delivery is approved
- prepare a vendor bill after a production or services request is completed
- build invoice line items from approved order or campaign details
- carry CRM account, contract, or order references into the accounting handoff
- update a due date or other approved field after a documented change
- route a draft invoice to finance for review before authorization
- notify sales or operations when a connected invoice changes
Financial workflows should explicitly choose the intended invoice type and status. A Skill should not authorize, send, void, or materially change an invoice merely because an upstream system changed.
Before creating a record, the workflow should check for an existing Xero invoice ID, a unique upstream reference, or another durable correlation key. Retries, duplicate trigger deliveries, and repeated approvals should not create duplicate invoices or bills.
Line items, account codes, tax types, tracking values, currency, and totals should be validated against the selected Xero organisation. Differences between CRM campaign detail and accounting treatment should be resolved by authorized finance staff.
Attach supporting files to invoices and bills
Add Attachment to Invoice adds a file to an existing sales invoice or purchase bill using the selected organisation, invoice ID, filename, and file from an earlier workflow step.
This can help teams connect:
- signed agreements or insertion orders
- campaign delivery documentation
- vendor receipts or supporting bills
- approved change orders
- customer correspondence required for audit context
- other finance-approved supporting evidence
Attachments may contain sensitive customer, contract, financial, or personal information. Workflows should validate the target invoice, filename, content, access permissions, and retention requirements before uploading a file.
The guided connector does not list, download, rename, or delete invoice attachments.
Review journals and manage manual journals carefully
List Journals retrieves journals from the selected Xero organisation. Find Manual Journals searches manual journals and can filter by status.
Create Manual Journal and Update Manual Journal work with narration, date, status, line-amount treatment, cash-basis reporting behavior, and journal lines.
A Skill could use journal actions to:
- gather journal activity for an internal review or reconciliation workflow
- find a manual journal before creating a duplicate
- prepare an approved adjustment with the required narrative and lines
- update a draft manual journal after finance review
- connect documented operational events to an accounting-adjustment process
Manual journals directly affect accounting records and should be treated as high-risk actions. Creation and updates should require finance authorization, balanced and validated journal lines, an auditable business reason, and a review step before posting.
The guided connector does not delete, reverse, or approve manual journals, and it does not replace an accountant’s responsibility for correct account, tax, period, and reporting treatment.
Organize reporting with tracking categories
List Tracking Categories retrieves an organisation’s tracking categories and options. The connector can also create a tracking category and add an option to an existing category.
Depending on the organisation’s accounting design, tracking categories can help financial teams analyze activity by an approved dimension such as market, station, department, revenue channel, campaign type, or operating unit.
A Skill could:
- look up approved tracking values before building invoice line items
- create a new category after finance approves the reporting structure
- add an approved option for a new market, department, or business unit
- validate mapped values before sending financial records to Xero
Tracking design affects reporting consistency. New categories and options should be governed centrally, checked for naming duplicates, and approved before creation. Skills should prefer existing values whenever they already represent the intended reporting dimension.
Use an authorized Xero API call for advanced needs
For technically managed workflows, Make API Call can send an authorized request to the Xero API using an endpoint path or full URL, HTTP method, headers, query parameters, and an optional JSON body.
The action supports GET, POST, PUT, PATCH, and DELETE and returns the response status, headers, and body.
This can provide access to supported Xero operations not represented by a guided action. Actual availability depends on the endpoint, Xero organisation, connected user’s role, OAuth scopes already authorized for the connection, API tier, rate limits, and record permissions.
The current advanced action requests a settings-read scope. Calls that require broader permissions will only work when the necessary scopes have been authorized for the connection. Xero is also transitioning Accounting API applications from broad transaction scopes to newer granular scopes, so installation and reauthorization behavior should be validated before rollout.
Advanced financial operations should be limited to qualified administrators and tested against a non-production organisation or controlled records. Destructive actions, payments, bank transactions, tax data, payroll, and configuration changes require especially careful review and audit controls.
Connect finance with CRM and operational workflows
Xero becomes more useful when accounting activity remains connected to the systems where customer, campaign, and operational context began.
Assistant Skills can combine Xero with ShareBuilder CRM, Pricing, forms, approvals, email, Microsoft Teams, document storage, production systems, task management, and other connectors.
A workflow could begin when an opportunity and campaign delivery are approved, find or create the Xero contact, prepare a draft sales invoice with the approved line items and reference, attach supporting documentation, and route the record to finance for review.
Another Skill could begin when an invoice is updated in Xero, inspect its current status and balance, notify the account owner, update a connected CRM record, and create follow-up work when the change requires attention.
This reduces duplicate entry while keeping finance responsible for accounting approval and the official record.
Protect financial data and controls
Xero records can contain customer, supplier, bank, tax, invoice, and accounting information. Workflow owners should apply least-privilege access, separate preparation from approval, and preserve an audit trail for every financial write.
Production Skills should include:
- an explicit Xero organisation and durable record identifier
- duplicate prevention and retry-safe behavior
- validation for contacts, account codes, tax types, currencies, totals, and tracking values
- human approval before posting or materially changing financial records
- clear handling for partial validation failures and rejected records
- monitoring for expired authorization, missing scopes, permission failures, and rate limits
- a reconciliation path when Xero and an upstream system disagree
Xero API limits apply per connected organisation and plan tier. Workflows should avoid unnecessary polling or repeated list calls, use event triggers when appropriate, and respect Xero’s retry guidance when the API returns a rate-limit response.
Assistant Skills
Skills are the workflows you train the ShareBuilder Assistant to run for your team. Create a Skill and the Assistant executes playbooks, coordinates processes, updates systems, and communicates across platforms automatically.
Availability
The current Xero Connector package supports four triggers: New Contact, Updated Contact, New Invoice, and Updated Invoice.
It also supports eighteen actions: List Tenants, Get Organization, List Accounts, List Contacts, Create Contact, Update Contact, Get Invoice, Create Invoice, Update Invoice, Add Attachment to Invoice, List Journals, Find Manual Journals, Create Manual Journal, Update Manual Journal, List Tracking Categories, Create Tracking Category, Create Tracking Category Option, and Make API Call.
A Xero account and OAuth authorization are required. The connected user must have access to the selected Xero organisation and the permissions required by each operation. Additional authorization or reconnection may be required when a Skill begins using a scope that was not previously granted.
The guided connector does not include payments, credit notes, bank transactions or reconciliation, quotes, purchase orders, receipts, reports, payroll, expenses, projects, tax filing, budgets, assets, inventory, bank feeds, attachment retrieval or deletion, general contact-profile updates, manual-journal deletion or reversal, or webhook triggers for credit notes and subscriptions. Selected supported operations may be available through Make API Call after separate permission and workflow validation.
Connector availability within Assistant Skills depends on ShareBuilders installation, testing, OAuth configuration, rollout, and customer enablement. Presence in the upstream connector library or on the public integrations page does not by itself confirm production readiness for a specific customer.
For more information
To learn more about ShareBuilder Assistant Skills or discuss using the Xero Connector in your financial workflows, visit ShareBuilder Assistant Skills or contact ShareBuilders.
About ShareBuilders
ShareBuilders delivers a media-focused sales platform that includes Pricing, CRM, Data Enrichment, and workflow automation. Built specifically for media organizations, ShareBuilders helps teams manage pipelines, activity, pricing, and performance with secure cloud access and mobile tools designed for sellers on the go.
