Connecting Ecwid with Xero

Xero is accounting software for small and medium-sized businesses. It is a smart and secure solution for creating automatic bank feeds, invoicing, reporting, and more. Xero can be accessed on your smartphone, tablet, Mac or PC from anywhere in the world.

It is possible to connect your store to Xero, so your orders will be transferred from Ecwid to Xero. Your main accounting will be processed on the Xero side.

Connecting Ecwid to Xero with Zapier

You can connect your Ecwid store with Xero through Zapier, a workflow automation tool that connects the work apps you use. With Zapier service, you can select a trigger (when something should happen) and an action (what should happen). As a result, you will have an automated task called “Zap.” For example, you can create an invoice every time a customer places a new order in your store.

Before connecting Ecwid to Xero

Before you start connecting your Ecwid store with your Xero account, you need to create a Zapier account.

You can use Zapier service on all paid Ecwid plans. Xero is a premium app in Zapier — you’ll need a paid Zapier plan to enable a Zap for Xero. When you create a new Zapier account, you’re instantly enrolled in a free 14-day trial. This trial allows you to try out paid Zapier features.

You also need to have an active Xero account. You can sign up for a free 30-day trial on the Xero website. After your trial of Xero service expires, you can sign up for one of Xero's paid plans to continue using their service. Refer to the Getting Started page on Xero website if you need help setting up your account.

The following triggers and actions are available in Zapier for Ecwid + Xero integration:

  • New Customer (Ecwid) → Create/update Contact (Xero)
  • New Order (Ecwid) → Create Sales Invoice (Xero)
  • New Paid Order (Ecwid) → Create Bill (Xero)
  • New Contact (Xero) → Create Discount Coupon (Ecwid)
  • And more

Connecting Ecwid with Xero (creating sales invoices)

The best way to start your Ecwid\Xero integration is to create a rule for recurring invoices for every new order. Thus, new invoices will appear in your Xero account every time a new order is placed.

To connect Xero with your Ecwid account and create an invoice rule:

  1. Log in to your Zapier account or create a new one.
  2. In your Zapier account, click Make a Zap:

    Connecting_Ecwid_with_Xero__3_.png

  3. At the “Choose app & event” step, in the App Event section, click on the Ecwid icon to choose it.
  4. In the Trigger Event section, select any event you need from the dropdown menu, in our example, it’s New Order, and click Continue:

    Connecting_Ecwid_with_Xero__2_.png

  5. At the “Choose account” step, click Sign in to Ecwid. A new tab will open, where you can log in to your Ecwid account.
  6. Once you logged into your Ecwid account, you will be redirected to the Zapier to continue set up. In the Choose account section, choose Ecwid and click Continue.
  7. Depending on the trigger event, you may need to Set up Trigger. In the case of the New Order event, you have to Set up Trigger by choosing Payment and Fulfillment statuses, for example, Paid and Shipped, then click Continue.
  8. Click Test Trigger to confirm that the right account is connected and your trigger is set up correctly.
  9. To successfully pass the test, you need to have an order with the selected statuses in your Ecwid store (it’s Paid status in our example). Once the test is passed, click Continue.
  10. After the trigger event is set up, the next step is to choose an action for this trigger. In the App Event section, click on the Xero icon to choose it.
  11. In the Action Event section, choose an event from the dropdown menu. In our example, it’s Create Sales Invoice, and click Continue.
  12. At the “Choose account” step, click Sign in to Xero. A new tab will open, where you can log into your Xero account or create one.
  13. Once you logged into your Xero account, you will be redirected to the Zapier site to continue set up. In the Choose account section, choose Xero and click Continue.
  14. In the Set up action section, fill in the required information that should be sent to Xero:

    Connecting_Ecwid_with_Xero__6_.png

    Click Continue.
  15. Click Test & Continue.
  16. Once the test is complete successfully, click Turn on Zap.
  17. Click Go to my Zaps to see the Zaps you created. You can also name this Zap by clicking Name your Zap in the upper right and typing your name, for example, Creating an invoice:

    Connecting_Ecwid_with_Xero__5_.png

That’s it. You’ve set up an automated task — creating a new invoice in Xero every time a new order with Paid status is created in your Ecwid store. You can check created invoices in your Xero account:

Connecting_Ecwid_with_Xero__4_.png

Similar way, you can create other rules that will sync the order information from your Ecwid store with your Xero account. That way, you automate your routine accounting tasks, such as creating new customer records or sales receipts.

If you work with suppliers, the best next step is to create a rule for billing. You can set up a recurring task to automatically generate a bill every time you get a new item in your product catalog. That way, you can faster pay your bills for supplies, saving time for your business.
To create a new zap for billing, repeat the above steps, choosing a different trigger New Product and different action Create Bill.

Adding more actions (creating/updating contacts)

What more you can do is to create rules for customers. For example, you want to keep and update information about your customers in your Xero account to have quick access to their data. You can create a new rule or simply add more actions to the existing Zap.

To add more actions to the existing rule:

  1. In your Zapier dashboard, click on a Zap you want to edit and click the + sign to add an extra step (in our example, it’s “Create/Update Contact”):

    Connecting_Ecwid_with_Xero__1_.png

  2. In the App Event section, click on the Xero icon to choose it.
  3. In the Action Event section, choose an event from the dropdown menu. In our example it’s Create/Update Contact.
  4. Click Continue.
  5. In the Choose account section choose your Xero account and click Continue.
  6. In the Set up action section, fill in the required information that should be sent to Xero.
  7. Click Continue.
  8. Click Test & Continue.
  9. Once the test is complete successfully, click Turn on Zap.

That’s it. Now your zap has 2 actions, and you can add more actions following the above steps. Note that there can be multiple actions but only one trigger, so you have to create different Zaps for different triggers.

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