Do I have to set up webhooks in Xero, or does ml-connector pull the data?

Xero webhooks are optional. ml-connector can work either way: it can listen for Xero webhook events (CREATE, UPDATE on invoices, payments, and other entities) and then fetch the full record, or it can poll your Xero tenant on a regular schedule if webhooks are not enabled. Both approaches are supported and respect Xero's rate limits.

How does ml-connector handle the difference between Xero invoices and bills on the same endpoint?

Xero returns both customer invoices and supplier bills from the same API endpoint but differentiates them by the Type field (ACCREC for invoices, ACCPAY for bills). ml-connector filters on the Type field so you can choose to sync invoices only, bills only, or both, and route them to separate Monday.com boards if needed.

What happens if a Monday.com write fails due to rate limits?

ml-connector retries the write with exponential backoff, waiting longer between attempts until the request succeeds. If a retry is exhausted, the job is logged with a full audit trail so it can be investigated or manually replayed. Rate limits are tracked per Monday.com plan tier, and ml-connector respects the tier's request-per-minute and concurrent-request ceilings.

XeroMonday.com

Xero and Monday.com integration

Xero keeps your accounting records. Monday.com keeps your project and financial tracking visible to the team. Connecting the two moves invoice data, payment records, and account updates from Xero into your Monday.com boards automatically, so your team sees current financial status without re-entering numbers. New invoices and payments appear in the connected board on the schedule you set, with a full audit trail if anything needs to be corrected.

How Xero works

Xero exposes invoices, payments, accounts, purchase orders, contacts, and other financial records through the Xero Accounting API, a REST interface with JSON or XML responses. Authentication uses OAuth2 Authorization Code flow with access tokens that expire in 30 minutes and refresh tokens valid for 60 days. Every API request requires a Xero-tenant-id header to target the specific organization. Xero publishes webhooks for invoices, payments, purchase orders, and other key entities, but webhook events contain only metadata with the record ID, requiring a follow-up GET request to fetch the full data. Xero rate limits are 5 concurrent calls, 60 per minute per tenant, and 5000 per day per tenant. Deleted records are not returned by default, and invoices and bills use the same endpoint differentiated by a Type field.

How Monday.com works

Monday.com exposes work through a GraphQL API where boards contain items (rows) with typed columns (fields). Authentication uses either a long-lived Personal API Token or OAuth2 Authorization Code flow. Every operation against Monday.com is a GraphQL POST to https://api.monday.com/v2, and column values must be JSON-encoded strings in mutations. Monday.com has no native finance objects, so accounting workflows are customer-configured boards. Rate limits depend on plan tier, ranging from 1,000 to 5,000 requests per minute with complexity limits on queries. Webhooks are push-based per board per event type and require challenge-based verification. Standard webhooks cannot be cryptographically verified without an OAuth app integration, though app webhooks support JWT signing.

What moves between them

Data flows from Xero into Monday.com. New invoices, payments, and account changes from Xero are synced to a configured Monday.com board as new items or column updates on a schedule tied to your accounting cycle. Invoice status changes (unpaid, paid, overdue) map to Monday.com column values. Payment records create new items or update invoice items with payment status. Xero accounts (Chart of Accounts) can populate a Monday.com reference board for account mapping. Data flows one direction: ml-connector reads from Xero and writes to Monday.com, and does not write back to Xero.

How ml-connector handles it

ml-connector stores both Xero OAuth credentials and Monday.com API tokens encrypted. On the Xero side, it monitors webhooks for invoice, payment, and account events, and when a webhook arrives with only metadata, it fetches the full record via a follow-up GET using the Xero-tenant-id header scoped to the correct organization. Xero's 30-minute token expiry is handled with automatic refresh using the 60-day refresh token. On the Monday.com side, ml-connector constructs GraphQL mutations with JSON-encoded column values and respects Monday.com's rate limits and complexity scoring. Because Xero's webhook events contain only record IDs, ml-connector fetches the full payload immediately and writes both the invoice/payment summary and line-item detail to the Monday.com board in a single transaction. If the Monday.com write fails due to rate limits or network timeouts, the job is retried with exponential backoff. Xero's per-minute and per-day rate limits are observed to avoid throttling. Account codes from Xero map to a lookup board in Monday.com so that invoice items reference valid accounts without manual intervention.

A real-world example

A mid-market accounting firm manages 15 to 20 client businesses in Xero. The finance team uses Monday.com boards for project tracking and cash flow visibility across clients. Before the integration, accountants manually exported new invoices and payments from Xero at the end of each week and typed them into Monday.com boards for dashboard reporting and team visibility. With Xero and Monday.com connected, new invoices and paid invoices flow into the tracking board automatically every day, reducing data entry, keeping the team's view current, and eliminating the weekly export and re-entry step. Cash forecasting boards now pull live data from Xero instead of stale snapshots.

What you can do

Sync Xero invoices and credit notes to Monday.com boards as new items with status, due date, and amount fields.
Capture Xero payments and bank transactions in Monday.com to track cash flow and reconciliation status.
Map Xero Chart of Accounts to a Monday.com reference board so invoice line items reference valid account codes.
Handle Xero webhook metadata by fetching full invoice and payment records before writing to Monday.com, with retry on failure.
Authenticate Xero via OAuth2 with automatic token refresh and authenticate Monday.com via Personal API Token or OAuth2.

Questions

Do I have to set up webhooks in Xero, or does ml-connector pull the data?: Xero webhooks are optional. ml-connector can work either way: it can listen for Xero webhook events (CREATE, UPDATE on invoices, payments, and other entities) and then fetch the full record, or it can poll your Xero tenant on a regular schedule if webhooks are not enabled. Both approaches are supported and respect Xero's rate limits.
How does ml-connector handle the difference between Xero invoices and bills on the same endpoint?: Xero returns both customer invoices and supplier bills from the same API endpoint but differentiates them by the Type field (ACCREC for invoices, ACCPAY for bills). ml-connector filters on the Type field so you can choose to sync invoices only, bills only, or both, and route them to separate Monday.com boards if needed.
What happens if a Monday.com write fails due to rate limits?: ml-connector retries the write with exponential backoff, waiting longer between attempts until the request succeeds. If a retry is exhausted, the job is logged with a full audit trail so it can be investigated or manually replayed. Rate limits are tracked per Monday.com plan tier, and ml-connector respects the tier's request-per-minute and concurrent-request ceilings.

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