Automated High-Value Invoice Approval and Xero Posting (Zapier)

Streamline accounts payable with automated approvals and precise document synchronization.

Tools: Dext → Xero

Platform: Zapier

Short Answer

Large invoices are automatically caught by Zapier, routed for approval via Slack, and only posted to Xero once authorized. This ensures 100% compliance with spending limits while attaching the original document PDF directly to the Xero transaction.

The Problem

Manual data entry from Dext to Xero often skips critical internal controls. Without a middle-layer automation, high-value invoices are published directly to the ledger without managerial oversight, posing a risk to cash flow management and audit trails.

The Outcome

Large invoices are automatically caught by Zapier, routed for approval via Slack, and only posted to Xero once authorized. This ensures 100% compliance with spending limits while attaching the original document PDF directly to the Xero transaction.

Step-by-Step Guide

1. **Authenticate Dext**: In Zapier, create a new Zap and select 'Dext' as the Trigger. Choose 'New Published Item'. Connect your account via OAuth2. 2. **Set Trigger Filters**: In the Dext account settings within Zapier, ensure the 'Type' is set to 'Costs' and 'Status' to 'Ready'. 3. **Add a Filter by Zapier**: Add a step and choose 'Filter'. Set the logic to: *Total* (Number) *Greater than* 1000. 4. **Add a Path (Optional/Pro)**: If you want to handle both high and low values, use 'Paths by Zapier'. Path A for < 1000 (Auto-post) and Path B for > 1000 (Approval). 5. **Format Data**: Add 'Formatter by Zapier' -> 'Date/Time'. Ensure the Dext date format matches Xero's requirement (YYYY-MM-DD). 6. **Create Approval Step**: Add 'Slack' action -> 'Send Approval Message'. Map the Dext Image URL so the manager can view the receipt before clicking 'Approve'. 7. **Search/Create Contact**: Add 'Xero' action -> 'Find Contact'. Use the 'Supplier Name' from Dext. Enable 'Create Xero Contact if it doesn't exist' to prevent errors. 8. **Create Bill in Xero**: Add 'Xero' action -> 'Create Bill'. Map the Supplier, Date, Due Date, and Line Items. Set 'Status' to 'Draft' or 'Awaiting Approval'. 9. **Handle File Attachment**: Add another 'Xero' step -> 'Upload File'. Use the 'Image Link' or 'PDF Link' binary from Dext and associate it with the 'Bill ID' created in Step 8. 10. **Error Handling**: Click the '...' on the Xero step and select 'Set up error handler'. Choose 'Zapier Manager' or a Slack alert to notify you if the Chart of Accounts code is missing or invalid.