u/TableSad825

Sharing a Make.com setup in case it's useful for anyone using both Monday.com and Xero.

Purchase Orders — when a PO is approved in Monday, it automatically creates the Purchase Order in Xero with all line items, downloads the PDF, and creates the corresponding Bill. No manual entry in Xero.

Client invoices — invoice details live in Monday, scenario creates the invoice in Xero, attaches the PDF back to Monday and emails it to the client.

Supplier invoice upload — employee uploads a supplier's PDF to Monday, scenario finds the matching Bill in Xero by PO reference and attaches it there.

All three are fully tested and running in production. If anything fails, the Monday item gets flagged with a comment explaining what went wrong — nobody needs to open Make.com.

Working on a 4th: when a bill or invoice is marked as paid in Xero, the Monday item updates automatically.

Happy to share the blueprint or answer questions on how it's built.

Sharing a Make.com setup I built for a client in case it's useful for others. Three scenarios that cover the whole purchase-to-payment cycle:

Purchase Orders — when item's status "Ready" on the PO board, it finds or creates the supplier in Xero, creates the PO with all line items, downloads the PDF and attaches it to the Monday item, creates the corresponding Bill. Status flips to "PO Created".

Client invoices — same idea in reverse. Status goes to "Ready to Send", Xero gets an invoice, PDF attaches to Monday, client gets an email.

Supplier invoice upload — employee gets a PDF from a supplier, uploads it to the Monday item, sets status. Scenario finds the matching bill in Xero by PO reference and attaches the file there.

All three scenarios are fully tested and running in production. They start with webhooks and if anything fails, status goes to "Needs Attention" with a comment explaining exactly what broke. Employee fixes the data, resets status, scenario retries. No need to open Make.com, they are fully autonomous.

Working on a 4th one: when a bill or invoice gets marked as paid in Xero, the Monday item updates automatically.

Happy to share the blueprint or answer questions on how it's built.