Automate Excel Sales Rows to Xero Invoices (Zapier)

Eliminate manual bookkeeping by instantly converting Excel table rows into professional Xero draft invoices.

Tools: Excel → Xero

Platform: Zapier

Short Answer

Every time a sales representative adds a row to your OneDrive for Business Excel table, Zapier creates a matching Draft Invoice in Xero. This ensures your financial records are always up-to-date and ready for immediate approval and sending.

The Problem

Manual data entry from sales spreadsheets into accounting software is time-consuming and prone to human error, such as typos in unit prices or missing tax rates. This delay creates a bottleneck in the accounts receivable process, slowing down cash flow.

The Outcome

Every time a sales representative adds a row to your OneDrive for Business Excel table, Zapier creates a matching Draft Invoice in Xero. This ensures your financial records are always up-to-date and ready for immediate approval and sending.

Step-by-Step Guide

1. **Prepare Microsoft Excel**: Ensure your file is saved in OneDrive for Business or SharePoint. Highlight your data range (including headers) and press `Ctrl+T` to format it as a **Table**. Name the table (e.g., 'SalesInvoices'). 2. **Create the Zap**: Log into Zapier and click 'Create Zap'. Select **Microsoft Excel** as the Trigger app. 3. **Configure the Trigger**: Select 'New Row' as the Event. Connect your account and select the Folder, Spreadsheet, and Table created in Step 1. 4. **Add a Filter by Zapier (Optional)**: Add a Filter step to ensure the Zap only continues if a specific column (like 'Customer Name') is not empty. This prevents partial rows from triggering the Zap. 5. **Format Dates with Formatter**: Excel often sends dates as serial numbers. Add a **Formatter by Zapier** step (Date/Time -> Format). Map the Excel date to the 'Input' and set the 'To Format' as `YYYY-MM-DD` for Xero compatibility. 6. **Search for Xero Contact**: Add a **Xero** action step and select 'Find Contact'. Choose the 'Customer Name' from Excel. Check the box 'Create Xero Contact if it doesn't exist yet' to map the email and address fields as backups. 7. **Create the Invoice**: Add another Xero step: 'Create Sales Invoice'. Link the Contact ID from the previous 'Find Contact' step. 8. **Map Line Items**: Map 'Description', 'Quantity', and 'Unit Price' from the Excel trigger. Hardcode the 'Account Code' (e.g., 200 for Sales) or map it from an Excel column. 9. **Set Status**: Set the 'Status' to 'Draft'. This allows an accountant to review the invoice before it is sent to the customer. 10. **Test and Publish**: Click 'Test Step' to verify an invoice appears in Xero Drafts. Turn the Zap On.