Xero integrations that keep your books in step with the rest of the business.
Xero holds your invoices, bills and payments, and most of what feeds it starts in another system. Our Xero integration services connect those systems to Xero through its API, fit the work inside Xero's rate limits and its 2026 developer pricing, and reconcile the two sides every day so a missing invoice shows up in a report before your accountant finds it at month end.
On this page
What we connect to Xero
- CRMs such as HubSpot and Salesforce, so a won deal becomes an invoice and sales can see what has been paid.
- Online stores and payment processors, including Shopify and Stripe, with fees and refunds posted correctly.
- Job, practice and field-service software, where the work is recorded before anyone invoices it.
- Payroll, time tracking and expense tools.
- Your own database or app, for businesses that bill from a product they built.
- Other ledgers, when a group runs Xero in one company and QuickBooks or NetSuite in another.
Xero's developer pricing changed in March 2026
Xero now charges developers by tier. From Xero's developer pricing page, in Australian dollars a month:
| Tier | Monthly fee | Connections | Data egress included |
|---|---|---|---|
| Starter | No charge | 5 | Not applicable |
| Core | A$35 | 50 | 10 GB |
| Plus | A$245 | 1,000 | 50 GB |
| Advanced | A$1,445 | 10,000 | 250 GB |
| Enterprise | Price on application | No limit | On application |
Egress beyond the allowance costs A$2.40 a GB on Core, Plus and Advanced. The new pricing took effect on 2 March 2026, and the updated developer terms apply to existing developers from the same date. Core and above need a payment method on file. Plus and above require the app to be certified by Xero, and Advanced and Enterprise also require a security assessment, initially and every year.
An integration built for your own company connects to one Xero organization, or a few if you run several entities. That usually fits the free Starter tier, as long as it stays within Starter's daily call limit, which is covered below. If it doesn't, Core raises the limit for A$35 a month without needing certification. Apps sold to many Xero customers are the ones that need to plan for the higher tiers.
Two rules in the new terms are worth knowing before you build. Xero's terms say data obtained from its APIs may not be used to train AI or machine-learning models. And each Xero organization can connect at most two uncertified apps, so an organization already using two can't add a third uncertified one.
Rate limits
Xero limits the calls an app can make against each connected organization:
| Limit | Value |
|---|---|
| Calls in progress at one time | 5 |
| Calls per minute | 60 |
| Calls per day, Starter tier | 1,000 |
| Calls per day, higher tiers | 5,000 |
| Calls per minute across all organizations, per app | 10,000 |
Going over returns an HTTP 429 response with a Retry-After header saying how long to wait. Xero points out that one request can create many records: several invoices can go in a single call, and it suggests about 50 per request as a practical ceiling. At 50 invoices a request, 1,000 calls could carry up to 50,000 invoices a day, so we batch. We also follow the Retry-After header, so a busy day slows the sync down without losing anything.
How we build a Xero integration
- Records are batched, and each one carries a key from the source system, so a retry never creates a duplicate invoice or payment.
- Xero's webhooks tell the integration when something changes in Xero, so it doesn't have to keep asking.
- Contacts, tax rates, tracking categories and accounts are mapped once and checked on every run, because a tax rate or account changed in Xero will make otherwise valid records fail.
- Anything Xero rejects goes to a review queue with Xero's own validation message.
- A daily reconciliation compares invoice counts and totals between Xero and each connected system, and lists every difference.
The general pattern is on our custom API integrations page, and our guide to why integrations fail silently covers the failure modes we design against.
App marketplace, integration platform or custom code
The Xero App Store lists ready-made connections for many common tools. If one fits your process, use it; we will say so. Integration platforms such as Zapier and Make are fine for simple, low-volume flows. Custom code is for the parts where you need your own rules: how discounts and fees post, how a payment on one system maps to invoices on another, or a sync that must be provably complete at month end.
Xero or QuickBooks
We work with both. If you are choosing between them, or moving from one to the other, the integration work is similar, and the two platforms price API access differently. Our QuickBooks integration page covers how Intuit meters data read out of QuickBooks Online.
What it costs
One well-defined flow into a single Xero organization is a small project. Several systems, multiple organizations or a migration from another ledger is a larger one. We fix the price after the audit, once the systems, records and rules are written down. For market figures, see what custom software development costs.
The Automation Audit
One workflow you name, mapped end to end, with the arithmetic done before anyone writes code.
- Scope
- One workflow you choose, traced end to end, including the steps nobody documented.
- Duration
- Two weeks, fixed.
- Fee
- Fixed, and quoted in full before we start. No hourly drift.
- You get
- A written map: what can be automated, what it would save in hours, what building it would cost, and what we would leave alone.
- You keep it
- The map is yours whether or not you hire us to build anything.
And if the audit shows the automation will not pay for itself inside twelve months, we will tell you, and we will not quote the build.
Questions we get asked about Xero integrations
Will our integration need a paid Xero developer tier?
If it connects only to your own organizations and stays under 1,000 calls a day for each one, the free Starter tier usually covers it, and Core covers most of the rest. We work out the call volume from your transaction numbers during the audit and tell you which tier you need.
Can you work with our accountant or bookkeeper?
Yes. They own the chart of accounts and how things should post, and we build the integration to their rules. We agree who changes what in Xero before we start.
Can the integration use AI?
Yes, for tasks such as reading supplier invoices before they are posted. Xero's terms don't allow its API data to be used to train AI models, and we build within that. See our AI document processing page.
What happens if Xero is down or rejects a record?
The integration waits and retries, following Xero's Retry-After header. A record that Xero rejects goes to the review queue with the reason, and the daily reconciliation lists anything that still hasn't posted.
