Xero Integration

Energy Retrofit Ireland runs several trade websites from one jobs platform, so Xero had to respect brand-specific templates while keeping finance visible in one place. The integration covers proposal-to-quote sync, job and bulk invoice drafting, a tracker invoice sender that authorises and emails from Xero, and an invoice status board that groups linked jobs with live totals and issue detection.

Challenge

Office staff were moving between jobs, proposals, documents, client records and Xero across multiple brands — ExternalWrap, Premier Bathrooms, LaminateFit and GreenWatt. Invoices needed the right contact, reference, branding theme, job detail, send/recipient checks and supporting evidence, while avoiding duplicate invoices and mixed-client bulk runs.

Multi-Site Branding

Project category maps to Xero branding themes so quotes and invoices carry the correct letterhead for each website. Proposal quotes, quick quotes, External Wrap project invoices and tracker job invoices can all pick up the right theme instead of defaulting to one organisation look.

Proposals In Xero

The proposal list shows waiting, accepted, declined, sent and invoiced states. Staff can create draft Xero quotes from proposals, link an existing saved quote, or generate proposal invoices — with client, lead address and line items carried from the proposal record.

Job Invoices & Bulk Runs

Completed tracker jobs push draft invoices with PO references, property codes, client-specific PDF descriptions and Google Drive attachment lookup by purchase order folder. Bulk generation supports grouped jobs while blocking mixed-client batches and duplicate Xero IDs.

Invoice Sender

From the tracker preview flow, staff can authorise and email a linked Xero invoice. The sender resolves contact and contact-person recipients, validates draft or sent/resend state, checks invoice total, applies the branding theme shown on the invoice, and writes Sent status plus invoice number back to all tasks sharing that Xero ID.

Invoice Status Monitor

The invoice status screen groups tracker rows by Xero invoice ID with tabs for All, Drafted, Sent, Paid, Issues and Other. It pulls live invoice totals, amount due, amount paid and branding theme from Xero, flags missing numbers or conflicting local states, and shows linked POs, clients and site addresses in one finance view — linked from the tracker and dispatch board.

Webhooks & Edge Cases

Signed Xero webhooks update local invoice_sent and invoice_no when status changes in Xero — including paid and authorised states. The workflow also handles expired tokens, missing contacts, validation errors, oversized Drive attachments, draft-only edits, duplicate attempts and grouped task reset when invoices are deleted or paid.

Outcome

Finance staff draft, preview, send and monitor invoices without leaving the jobs platform. Proposals, multi-brand quotes, tracker jobs and External Wrap projects share one Xero connection while each customer-facing brand keeps the correct template and local job records stay in sync.