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monday.com and Xero Integration with make.com

Updated: Jun 12

Automating your CRM and sales invoicing process can offer several significant benefits for your business.


This article covers integration of monday.com and Xero using make.com.


Content:

  • Key Advantages

  • monday.com and Xero use cases

  • How to guide + Video


Key advantages of integrating monday.com and Xero:

  1. Time savings: Automated invoicing eliminates manual data entry. This allows your staff to focus on more valuable tasks.

  2. Improved accuracy: Automated systems reduce the risk of human errors, such as typos or miscalculations, ensuring that your invoices are accurate and professional.

  3. Faster payment cycles: Automated invoicing enables you to send invoices promptly. This can lead to quicker payment from customers, improving your cash flow.

  4. Streamlined record-keeping: Automated systems store all your invoicing data electronically, making it easier to search, retrieve, and analyze your sales records.

  5. Reduced costs: By eliminating the need for paper, postage, and manual labour, automated invoicing can significantly reduce your operational costs.

  6. Scalability: As your business grows, an automated invoicing system can easily scale to handle an increasing volume of transactions without requiring additional staff.

  7. Integration with other systems: Automated invoicing can often integrate with your existing accounting, CRM, and inventory management systems, streamlining your overall business processes.

  8. Enhanced security: Automated systems often include built-in security measures to protect sensitive financial data from unauthorised access or breaches.

  9. Eco-friendliness: By reducing paper usage, automated invoicing contributes to a greener, more environmentally friendly and saves you on print costs

Implementing an automated sales invoicing process can help your business save time, reduce errors, improve cash flow, and enhance overall efficiency.


monday.com and Xero using Make: Automation Use Cases


Automated Invoice Generation:

  • Automatically generate invoices in the finance system based on sales opportunities or orders recorded in the CRM.

  • Eliminate manual data entry and ensure accurate billing information.

  • Payment Tracking and Reconciliation:

  • Synchronise payment data between the CRM and finance system.

  • Record payment status and transaction details in both systems for easy tracking and reconciliation.

  • Provide real-time visibility into outstanding payments and customer account balances.



Sales Forecasting and Budgeting:

  • Utilise sales pipeline and opportunity data from the CRM to generate accurate sales forecasts in the finance system.

  • Align sales projections with financial budgets and resource allocation.

  • Enable data-driven decision-making for financial planning and strategy.

Cashflow Management:

  • Integrate customer credit information from the finance system into the CRM.

  • Provide sales teams with real-time access to customer credit limits, outstanding balances, and payment history.

  • Facilitate informed decision-making during the sales process and prevent overselling to high-risk customers.

Revenue Recognition and Deferred Revenue:

  • Automate revenue recognition calculations based on sales data from the CRM.

  • Accurately allocate revenue across multiple periods based on contract terms and delivery milestones.

  • Manage deferred revenue scenarios and ensure compliance with accounting standards.

Dunning and Collections:

  • Trigger automated dunning processes in the finance system based on overdue payments identified in the CRM.

  • Send payment reminders, escalate collection actions, and update customer communication logs in both systems.

  • Streamline the collections process and improve cash flow management.

Customer Profitability Analysis:

  • Combine financial data from the finance system with customer data from the CRM.

  • Analyze customer profitability by considering revenue, costs, and lifetime value.

  • Identify high-value customers and optimise resource allocation for maximum profitability.

Reporting and Analytics:

  • Generate comprehensive reports that combine CRM and financial data.

  • Provide insights into sales performance, revenue trends, customer profitability, and other key metrics.

  • Enable data-driven decision-making and identify areas for improvement.

Audit Trail and Compliance:

  • Maintain a complete audit trail of financial transactions originating from the CRM.

  • Ensure data integrity and traceability between the two systems.

  • Facilitate compliance with financial regulations and reporting requirements.

Workflow Automation:

  • Automate workflows between the CRM and finance system based on predefined business rules.

  • Trigger actions in the finance system based on events or milestones in the CRM, such as order fulfillment or contract renewals.

  • Streamline processes, reduce manual interventions, and improve overall efficiency.


How to build a Xero integration with monday.com using Make:



The video is by Marcus and shows how to integrate Monday.com with Xero using Make.com.


Make.com is a company that helps integrate various applications, including Monday.com and Xero, and provides excellent customer support.

  1. To create a new scenario, click on "Create new scenario" under the "Scenarios" tab in your Make.com account.

  2. You can start by adding either Xero or Monday.com to the scenario. In this example, Xero is added first.

  3. Within Xero, you can create an invoice or watch for one. "Watch invoice" triggers when an invoice is added or updated.

  4. Connect your Xero account to Make.com.

  5. Add another module, which will be Monday.com, and choose to create an item.

  6. Connect your Monday.com account by going to the bottom left of Monday.com, clicking on "Admin," and copying the personal API token from the "Security" section.

  7. Set up the item name in Monday.com to be the invoice ID from Xero.

  8. Select the board (e.g., "High CRM review") and group ID (e.g., "CRM") in Monday.com.

  9. Choose which items you want to change and add them as columns in Monday.com. Examples include invoice ID, invoice number, first name, and last name.

  10. The scenario will work as follows: first, something will happen in Xero, and then something will happen in Monday.com based on the trigger and actions set up in the scenario.


Fruition Services is a monday.com certified integration partner. Our team of expert monday.com consultants help transform businesses with specialisation in business workflow process design, implementation and integrations with monday.com


We support clients across all industries and departments to scale and optimise inefficient business processes.

We pride ourselves on delivering world-class solutions that are scalable and cost-effective solution delivery to ensure faster time to value and return on your software investment.


How we can help:
  • Project Management: Large and small-scale PMO framework consulting and implementation, we have expertise in transforming internal and client project management, delivery & scheduling

  • Sales & CRM: Every CRM is unique, we focus on understanding your lead, quote to cash, opportunity pipeline management and integration with core systems like VoIP Telephony and Marketing tools like Hubspot Marketing, Hootsuite and many others.

  • Marketing: We help build a structured Marketing framework to connect your Marketing strategy and execution of campaigns to deliver measurable and reportable ROI.

  • Creative & Design: We help transform creative process workflows from Briefing in, traffic managing jobs, scheduling workloads, approvals and even managing your external agency collaboration.

  • Software Development & Product Management: We support all stages and methods of Product & software development use cases within monday.com including Ideation prioritisation, NPD, Agile project delivery, supply chain and collaborating with Marketing on GTM strategies and operations for inventory Control

  • Finance Teams:  Elevate financial management with our tools: Budget Planning, Expense Management, Reporting, Invoicing, Cash Flow, Compliance, Supplier Management, Forecasting, Integration, and collaboration.

  • HR & Recruitment: Create structure in your HR team by creating processes and workflows for onboarding and recruitment, HR Requests and email management.

  • Customer Service & Call Centre: monday.com allows you to manage your entire customer service workflow including Ticketing and telephone integration with tools such as Aircall, Talkdesk and Twilio

  • IT Operations: Do more with less such as Helpdesk ticketing, Incident management, IT Project management, Vendor/Contract Management and integrations with Jira and Azure DevOps

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