Bridge your data collection and accounting workflows seamlessly. Connect Paxform with Xero to automatically generate invoices, update client records, and maintain accurate financial data without manual entry.
Build By
Xero
Visible On
Paxform
Pricing
Free and paid subscriptions available
Supported Languages
English, French, German, Japanese, Portuguese, Spanish
Paxform conducts a brief review of apps and does not endorse or certify these apps. If you encounter inappropriate content or behaviour, please report it.
The Paxform Xero integration eliminates the tedious process of transferring form data into your accounting system. Every relevant form submission automatically creates or updates Xero records—whether that’s generating invoices for service requests, creating contacts from client intake forms, or logging purchase orders from vendor applications.
This integration is essential for businesses that want to maintain accurate financial records without dedicating staff time to data entry. Whether you’re a professional services firm billing for consultations, a retail business processing orders, or a contractor tracking job estimates, the Xero integration ensures your accounting system reflects current business activity without manual intervention.
- Secure Authentication
Connect Paxform to your Xero organization using OAuth 2.0 authentication. Grant appropriate permissions for the records Paxform will create or update (contacts, invoices, bills, etc.).
- Map Form Fields to Xero
Define relationships between Paxform fields and Xero data structure. Specify which form fields populate contact information, invoice line items, chart of accounts categories, or custom fields.
- Configure Automation Rules
Determine when data syncs to Xero—immediately upon submission, after approval workflows, or based on conditional logic. Set up different rules for different form types.
- Automatic Record Creation
When forms are submitted (and meet configured criteria), Paxform automatically creates or updates Xero records with complete information, maintaining data accuracy and consistency.
Client Intake & Invoicing
Transform new client onboarding into an automated process that ends with ready-to-send invoices.
- Create Xero contact records automatically from client intake forms
- Generate initial invoices based on selected services or packages
- Apply appropriate tax rates based on client location
- Set payment terms and due dates automatically
- Include form-submitted purchase orders or reference numbers
Service Request Billing
Automatically invoice clients for service requests, consultations, or project work.
- Create Xero invoices when service request forms are submitted
- Calculate fees based on form selections (service type, duration, materials)
- Apply discounts or promotional codes from form data
- Generate itemized line items from multi-service requests
- Track billable hours from consultation booking forms
Expense Reimbursement Processing
Streamline employee expense reporting by connecting reimbursement forms to Xero.
- Create Xero bills automatically from expense reimbursement forms
- Categorize expenses using chart of accounts mapping
- Attach receipt images uploaded through forms
- Route to appropriate cost centers or tracking categories
- Maintain employee records with cumulative expense data
Vendor & Supplier Onboarding
Automate vendor setup by converting application forms into Xero contact and bill records.
- Create supplier contact records with payment details
- Set up default bill terms and payment methods
- Assign tax treatment and reporting categories
- Store vendor agreements and compliance documents
- Enable purchase order generation for approved vendors
Subscription & Recurring Billing
Manage subscription signups by automatically setting up recurring invoices in Xero.
- Create repeating invoices based on subscription plan selection
- Configure billing frequency and start dates from form data
- Apply subscription pricing tiers automatically
- Set up payment collection preferences
- Track subscriber information and billing history
Quote & Estimate Conversion
Convert approved quotes or estimates into Xero invoices automatically.
- Generate quote documents from estimate request forms
- Convert accepted quotes to invoices with one-click approval
- Track quote acceptance rates and conversion times
- Maintain quote history linked to customer records
- Apply quoted pricing accurately to final invoices
Seamlessly synchronize Paxform data with Xero accounting software to automate financial record-keeping, invoice generation, and client management across your organization.
- Automatic Contact Creation: Generate new Xero contact records from form submissions with duplicate detection
- Contact Updates: Refresh existing contact information when customers submit updated details
- Customer & Supplier Types: Distinguish between customers, suppliers, and both based on form context
- Address Management: Populate billing and shipping addresses from form data
- Tax Number Storage: Capture and store tax identification numbers (ABN, VAT, GST, etc.)
- Contact Groups: Automatically assign contacts to Xero contact groups based on form responses
- Automatic Invoice Creation: Generate Xero invoices immediately upon form submission or approval
- Line Item Mapping: Create detailed invoice line items from form selections or calculations
- Dynamic Pricing: Calculate totals, apply discounts, and compute taxes automatically
- Tax Rate Application: Assign appropriate tax rates based on customer location or product type
- Payment Terms: Set due dates, payment terms, and early payment discounts from form data
- Invoice Status: Create invoices as draft, submitted, or approved based on workflow stage
- Reference Numbers: Include purchase orders, project codes, or custom reference information
- Multi-Currency: Support invoicing in different currencies based on customer or form settings
- Bill Creation: Automatically generate supplier bills from expense or purchase forms
- Chart of Accounts Mapping: Assign expenses to appropriate account codes automatically
- Tracking Categories: Apply Xero tracking categories (departments, projects, regions) from form data
- Tax Claims: Configure tax treatment for different expense types
- Attachment Upload: Include receipts and supporting documents with bills
- Approval Workflow Integration: Create bills only after multi-stage approval completion
- Credit Note Generation: Automatically create credit notes for returns or adjustments
- Product Mapping: Link form selections to Xero inventory items or services
- Description Population: Auto-fill item descriptions from form data or templates
- Quantity Tracking: Update inventory quantities based on sales or purchase forms
- Price Lists: Apply customer-specific pricing or volume discounts automatically
- Account Code Assignment: Route sales or purchases to correct chart of accounts codes
- Multi-Item Support: Handle forms selling or purchasing multiple products simultaneously
- Repeating Invoice Setup: Create Xero repeating invoices from subscription forms
- Billing Schedule: Configure frequency, start date, and end date from form selections
- Schedule Management: Update or cancel recurring invoices based on form submissions
- Payment Collection: Integrate with Xero payment services for automated collection
- Subscription Tiers: Apply different pricing based on subscription level selected in forms
- Payment Application: Record payments received through forms directly in Xero
- Payment Method Tracking: Capture payment method (credit card, bank transfer, etc.) from forms
- Partial Payments: Handle deposit or installment payment scenarios
- Overpayment Management: Process credits for overpayments automatically
- Payment References: Include transaction IDs or confirmation numbers from payment processors
- Real-Time Data Sync: Ensure Xero reports reflect form submissions immediately
- Tracking Category Assignment: Enable detailed reporting by project, department, or cost center
- Custom Field Population: Feed form data into Xero custom fields for specialized reporting
- Region & Location Tracking: Tag transactions with location data for multi-entity reporting
- Budget Alignment: Categorize transactions to align with Xero budget structures
- Conditional Mapping: Apply different Xero mappings based on form responses
- Calculated Fields: Perform calculations before sending data to Xero (totals, taxes, commissions)
- Data Transformation: Format dates, numbers, and text to match Xero requirements
- Multi-Select Handling: Convert form checkboxes to multiple Xero line items
- Concatenation: Combine multiple form fields into single Xero fields (full names, addresses)
- Approval-Triggered Sync: Send data to Xero only after workflow approvals complete
- Stage-Based Updates: Update Xero records as forms progress through workflow stages
- Rejection Handling: Void or delete Xero records if form submissions are rejected
- Status Synchronization: Keep form status and Xero record status aligned
- Multi-Approver Support: Handle complex approval chains before financial record creation
- OAuth 2.0 Security: Industry-standard authentication with automatic token refresh
- Permission Management: Respect Xero user roles and access controls
- Audit Logging: Complete trail of all data synchronization activities
- Data Validation: Verify data integrity before creating Xero records
- Error Prevention: Validate against Xero business rules to prevent rejected transactions
- Region-Specific Compliance: Support for regional accounting requirements and tax regulations
- Sync Status Dashboard: Real-time visibility into successful and failed Xero syncs
- Error Notifications: Immediate alerts when data fails to sync with detailed error information
- Retry Mechanisms: Automatic retry for failed syncs due to temporary connectivity issues
- Validation Feedback: Clear messages about data format or business rule violations
- Integration Health: Monitor connection status and API usage limits
- Transaction History: Complete log of all Xero transactions created from Paxform
