Xero Integration Specialist (UK)
Xero is capable accounting software and a deliberately limited platform. Getting your other systems to talk to it cleanly — without duplicate invoices, broken VAT codes or silent sync failures — is where most projects stall. We're the UK specialist who scopes it properly and ships it.
Yes. APIwise is a UK-based specialist that connects Xero to your CRM, ecommerce, payment and bespoke systems. We work to a fixed scope from a paid audit, handle the Xero API realities — OAuth, rate limits and VAT or tax treatment — and recommend the honest route: a marketplace app, middleware or a custom build.
Most Xero integration pain isn't a missing connector — it's the edge cases: VAT and tax-rate mapping, contact deduplication, partial payments, the per-minute and daily API limits, and OAuth tokens that quietly expire. A half-built sync that posts wrong figures into your ledger is worse than manual entry. You want someone who has met these failure modes before.
What you get
- Your other systems and Xero stay in sync automatically — no duplicate or manually re-keyed invoices
- VAT, tax rates and account codes map correctly, so your figures reconcile and your accountant is happy
- Sync failures surface as alerts you can act on, not as silent gaps you find at month-end
- A fixed price and scope agreed up front, with the honest build route chosen on the merits
Common Xero integrations
Xero to CRM (HubSpot, Salesforce, Pipedrive), ecommerce (Shopify, WooCommerce), payments (Stripe, GoCardless), and bespoke or legacy line-of-business systems — invoices, contacts, payments, credit notes and inventory kept in sync.
The Xero API realities, handled
We work within Xero's OAuth 2.0 flow and token refresh, design around its per-minute and daily rate limits, and map VAT, tax rates, tracking categories and chart-of-accounts codes correctly so your figures reconcile.
An honest route recommendation
We're vendor-neutral on the build path: an existing Xero App Store connector, a middleware layer (Zapier, Make or a managed iPaaS), or a custom integration. We choose on the merits of your volume, edge cases and budget — not on what we're paid to resell.
Fixed-scope delivery and care
A fixed price and locked scope agreed from the audit, senior-led build and testing, monitoring with alerting on sync failures, full handover documentation, and an optional retainer to keep it running as Xero and your systems evolve.
Audit
A paid Integration Health Check: we map your current Xero setup, the systems either side, your data volumes and the manual workarounds in play. You get a prioritised plan and a fixed-price proposal — no open-ended discovery.
Scope
We lock the exact integration scope: which records sync, in which direction, how VAT and tax codes map, how contacts are deduplicated, and how errors are handled. Price and scope are agreed before any code is written.
Build and test
Senior engineers build the integration, working within Xero's OAuth and rate limits. We test against real-world edge cases — partial payments, credit notes, mixed tax rates — in a sandbox before anything touches your live ledger.
Handover and care
We deploy with monitoring and failure alerting, hand over clear documentation, and walk your team through it. An optional Care & Connect retainer keeps it healthy as Xero's API and your other systems change.
Can't I just use a Xero App Store connector or Zapier?
Often, yes — and we'll tell you when that's the right answer. Off-the-shelf connectors are great for standard, low-volume flows. We add value where the edge cases bite: bespoke systems, complex VAT or tax mapping, high volumes that hit API rate limits, or two-way syncs that connectors don't handle reliably.
How do you handle VAT and tax rates?
Carefully. We map your tax rates, tracking categories and chart of accounts explicitly during scoping, and test against mixed-rate and edge-case transactions before going live. Getting tax treatment wrong is the most common way a Xero integration corrupts a ledger, so it's where we spend the most care.
What about Xero's API rate limits and OAuth?
We design around them. Xero enforces per-minute and daily call limits and uses OAuth 2.0 with refresh tokens that expire. We build queuing, batching and automatic token refresh so the integration stays within limits and doesn't silently disconnect.
How much does a Xero integration cost?
Most clients start with a fixed-price Integration Health Check (£1,950–£2,950), which produces a scoped, fixed-price plan. Build Sprints typically run £8,000–£20,000 depending on scope and edge cases. These are indicative UK ranges, not a quote — you'll always have a fixed price before we start.
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