Connect Your CRM to Xero: Automate Invoicing and Payments
Your team is retyping won deals into Xero by hand. One client cut that from six hours a week to one, started getting paid nine days sooner, and recovered R117,000 in year one.
All Integrations
Accounting Integrations
Stop re-typing invoices, chasing payment statuses, or running billing cycles by hand. We connect your CRM, e-commerce, project tools, and operational systems directly to Xero, Sage, QuickBooks, FreshBooks, MYOB, Zoho Books, or NetSuite so deals become invoices automatically, payments sync back in real time, and your books stay audit-ready with full VAT and SARS compliance. Covers automated invoicing from CRM and project tools, ecommerce order-to-ERP sync, AP capture with AI OCR, three-way PO matching, multi-entity billing, subscription and usage-based billing, EMP201/EMP501 payroll tax filing, payroll journal automation, and month-end close acceleration.
Ecommerce to ERP Order Sync
Shopify, WooCommerce, and Takealot orders flow into Sage Evolution, SAP Business One, Syspro, Odoo, or NetSuite with stock reservation, tax invoices, and COGS, so finance stops re-keying channel checkouts. Also CRM quote acceptance to ERP sales order with stock reservation and pick/pack for product distributors (distinct from storefront checkouts and from quote-to-invoice cash collection).
Xero Integration
Two-way sync of contacts, invoices, payments, and credit notes with Xero, including Xero South Africa with ZAR tax invoices and local bank feeds, plus approved timesheets landing as Xero draft invoices with SA VAT, account codes, and contact matching (distinct from general Time Tracking to Invoice).
Sage Business Cloud
Cloud Sage with a proper API for automated invoicing, customer sync, and VAT-ready tax invoices.
Sage Pastel (Desktop)
On-premise Pastel Partner and Pastel Xpress connected without moving your data off your own server, including multi-system operational sync: CRM deal-to-invoice, e-commerce order posting, inventory journals, and bank matching so finance stops re-keying across every channel.
Sage 50 (Desktop / Peachtree)
Desktop Sage 50 company files bridged to cloud CRM via SDK/COM middleware.
Sage Evolution / Sage 300
Mid-market on-premise ERP with CRM bridges for stock-aware sales orders and VAT-ready invoices. Distinct from Sage 300 People (HR and payroll): we also sync the employee master, leave, and pay-run journals from Sage 300 People into Xero, Sage Intacct, Sage 200, CRM, and SSO so HR data feeds the ledger and daily tools without CSV exports.
Multi-Entity / Multi-Company Billing
Route CRM deals into the correct Xero organisation or Sage company, stamp holding-company and franchise invoices with the right letterhead, VAT number, and bank details from entity masters, and support inter-company invoicing and transfer pricing.
QuickBooks
Automate invoice creation, payment tracking, and customer sync with QuickBooks Online or Desktop.
FreshBooks
Auto-create invoices from won CRM deals and sync client details for small businesses and agencies.
MYOB
CRM sync for MYOB Business and AccountRight with GST-compliant invoicing.
Zoho Books
Go past the limits of Zoho's native connector, or connect a non-Zoho CRM to Zoho Books.
NetSuite & Enterprise ERP
Multi-subsidiary billing, revenue recognition, and multi-currency consolidation in Oracle NetSuite.
Revenue Recognition
Map CRM pipeline stages to IFRS 15 and SA deferred-income rules so revenue recognises on delivery, not on deal close.
Multi-Currency & FX
Capture exchange rates at invoice time, book foreign deals in ZAR, keep forex gains and losses accurate, and repair historical rate corruption across ledgers.
VAT & SARS Tax Invoices
Section 20 compliant tax invoices with zero-rated and exempt code mapping, sequential numbering with gap detection, ecommerce checkout tax rules, multi-region tax engines, VAT201 eFiling pack preparation, and ITR14/IRP6 provisional submission support.
PAYE & EMP201 Filing
Monthly EMP201 preparation with three-way reconciliation against payroll and the GL, EMP501 annual close, IRP5/IT3(a) generation, UIF declarations, leave-balance sync, roster hours write-back, and SimplePay, PaySpace, and Sage 300 People payroll hub integrations with multi-cost-centre journal posting.
Chart of Accounts Mapping
Map CRM products and line items to the right revenue accounts, tracking categories, and cost centres.
Deal Expense Allocation
Link CRM deals to accounting expenses for true cost-per-deal profitability. Also covers employee expense claims with mobile capture and approval, AI receipt categorisation, project-coded expense capture, digital expense platforms, policy enforcement, and fleet fuel cost tracking.
Project Costing & Cost Centres
Link CRM projects to accounting cost centres for live project margin tracking, plus approved timesheet hours posting as cost journals with cost centre and tracking-category allocation (distinct from Time Tracking to Invoice billing), contractor invoice matching against approved freelancer hours before payment, and strategic profitability rankings that show which clients and project types actually make money once time, cost, and revenue are combined.
Budget vs Actual Tracking
Join budgets, CRM forecasts, and ledger actuals into one variance view, with live burn-rate alerts from time and expense data so overruns are caught mid-delivery rather than at month-end close.
Line Item Mapping
Preserve CRM deal products as separate invoice lines with quantity, price, tax, and account code.
Project Tool Line Items
Pull deliverables, quantities, and rates from Asana, Monday.com, Jira, ClickUp, or Notion into Xero or Sage invoice lines so project billing stops being a Friday copy-paste job.
Product Catalogue Sync
Keep SKUs, price lists, and tax codes aligned between CRM and accounting.
Billing Plan Catalogue / Subscription Tiers
Manage tiers, add-ons, grandfathered plans, and custom pricing in a real catalogue synced from CRM into billing and the ledger, so plan logic leaves the spreadsheet.
Invoice PDF Generation & Branding
Lock branded, SARS-ready PDF themes on Xero, Sage, and QuickBooks invoices with batch generation, so finance stops reformatting default exports in Word.
Payment Terms Sync
Map CRM customer and deal terms (net-7, net-30, net-60, COD, early-payment discounts) onto accounting invoice due dates automatically so billing never invents the wrong terms.
Discount Sync
Carry CRM quote discounts to accounting invoices so pricing and margin reports stay accurate.
Purchase Order Matching
Pass PO numbers from CRM deals onto invoices so customer AP clears first pass.
Three-Way Matching (PO / GRN / Invoice)
Match supplier invoices against purchase orders and goods receipt notes before AP payment, catching quantity, price, and VAT discrepancies with exception queues, then schedule approved bills for calendar-driven supplier and contractor disbursement into bank rails so early-payment discounts are captured automatically.
Credit Notes & Refunds
Automate credit note creation on cancellation, returns, and resolved billing disputes, match gateway refunds to ledger lines, route approvals, keep SARS Section 21 audit trails, and run bad-debt write-off workflows between CRM and ledger.
Milestone & Progress Billing
Trigger staged invoices from CRM or project-tool milestones: deposits, progress payments, and final invoices, including same-day invoicing when a milestone is marked complete in Asana, Monday.com, Jira, or ClickUp, plus field-service job-completion invoice sync that posts parts, labour, and callout lines into Xero, Sage, or QuickBooks the moment a technician closes the job on mobile (distinct from CRM Closed Won drafts and from project-tool milestone billing).
Deposit & Balance-Due Billing
Raise the deposit invoice on booking or contract sign, then automatically issue the balance-due invoice on delivery or completion, with the deposit credited against the job.
Customer Deduplication
Match and merge CRM and ledger duplicates with fuzzy matching and a master customer record.
Retainer & Monthly Billing
Day-1 monthly retainer invoices from CRM agreements with balance tracking and overage billing, plus hybrid agency runs that compose retainers, fixed-fee milestones, and T&M/ad-hoc lines (including media pass-through) into one month-end invoice.
Usage-Based & Metered Billing
Convert consumption events into cycle-end invoices for API platforms and SaaS.
Trial-to-Paid Conversion
Card capture at signup, prorated first invoice, and failed first-charge recovery.
Pro-Rata / Mid-Cycle Plan Changes
Automate prorated credits and charges when customers upgrade or downgrade mid-billing cycle, so finance stops calculating partial amounts in spreadsheets.
Contract Renewal Invoicing
Renewals triggered from CRM dates with price uplifts, notice-period alerts, and timely invoices.
Signed Contract to Invoice
Raise the first invoice the hour a contract is e-signed in DocuSign, PandaDoc, or Dropbox Sign, and convert accepted CRM quotes into Xero, Sage, or QuickBooks invoices with line-item fidelity, VAT, and account codes preserved so re-keying never starts the payment clock late.
Time Tracking to Invoice
Approved timesheets become invoice line items with rate cards, write-off codes, and T&M expense recovery. Includes WIP ageing, live utilisation dashboards, AI cash flow forecasting, and timesheet-vs-invoice discrepancy detection.
Bulk & Batch Invoicing
Generate hundreds of invoices in one run from a levy roll, membership list, or wholesale customer file.
Overdue Alerts & Collections
Automated pre-due reminders, aged-debtor CRM alerts, multi-channel dunning (email, WhatsApp, SMS with pay links), customer statement packs, collections escalation, invoice dispute workflows, and DSO reduction programmes.
Invoice Ageing Reports
Live 30/60/90 day AR ageing packs from Xero or Sage to finance dashboards, email, or WhatsApp on a schedule, so CFOs stop rebuilding stale Monday spreadsheets.
Customer Invoice Portal
Branded self-service portal where customers view invoice history, download PDFs, see live balances, and pay outstanding invoices without calling finance, plus WhatsApp first-delivery of invoice PDFs with Pay Now links for mobile-first clients.
Invoice Fraud & AP Controls
Detect BEC-driven supplier invoice fraud with bank-detail change flags and anomaly alerts, plus continuous AI monitoring of bank feeds and AP for duplicate supplier payments, out-of-pattern spend, and weekend EFTs.
Commission Calculation
Automated commission schedules from closed-won deals and confirmed payment data.
Revenue Reconciliation
Explain every rand of variance between CRM revenue and P&L actuals, with gateway and bank-feed matching, month-end close automation, and forensic conflict reconciliation when systems disagree.
Bank Statement Extraction
Parse FNB, Standard Bank, Absa, and Nedbank statement PDFs or CSVs and match transactions into Xero, Sage, or Pastel so finance reviews exceptions instead of every line, plus AI bank reconciliation that ML-matches split payments, partial remittances, and messy EFT references beyond basic PDF or CSV parse-and-match.
AP Invoice OCR Capture
Extract line items, VAT, and vendor details from supplier PDF invoices and post validated bills into the ledger with confidence-based review, including vision and LLM extraction on unstructured layouts without per-vendor templates.
AI Invoice Categorisation & Routing
After capture, AI codes supplier invoices to the right GL account, cost centre, project, and department, then routes each bill to the correct approver so AP stops hand-coding every line.
AI Invoice Processing
End-to-end accounts payable automation that reads supplier invoices, extracts line items, matches them to purchase orders, flags discrepancies, and routes payment approval so invoices reach payment-ready status without AP clerks chasing every bill (distinct from capture-only OCR, from post-capture GL categorisation, and from three-way matching alone).
Live Financial Dashboards
Always-on executive views joining CRM pipeline with recognised revenue, cash, and aged debtors, live paid/pending/overdue/disputed invoice tracking distinct from scheduled 30/60/90 packs, including ageing report packs for multi-entity finance teams, plus live P&L views of revenue, expenses, and margins that replace month-end Excel packs (distinct from invoice status slices and generic executive KPI panes).
Audit Trail & Compliance
Immutable sync logs, invoice-to-deal lineage, sequential number gap detection packs, and invoice revision versioning with field-level before/after edit history, timestamps, and user attribution for IFRS, SARS, and external audit evidence.
Fixed Asset Registers & Lifecycle
Living digital equipment registers with purchase dates, depreciation schedules, maintenance windows, and assignment history synced to the FAR and ledger, plus procure-to-dispose lifecycle control that clears ghost assets, residual-value checks, and SARS capital-allowance / disposal packs (BGR 7, s8(4)(a), s11(o)) so year-end verification stops being a spreadsheet hunt.
Invoice Approval Workflows
Multi-approver chains with amount thresholds and SLA escalation that hold invoice drafts until signed off before posting to accounting.
Partial Payment & Instalment Sync
Allocate each partial payment or instalment against open invoices in Xero or Sage and push live outstanding balances back into the CRM.
Invoice API / Programmatic Billing
Expose a clean invoice API so product, CRM, or ecommerce systems can create, update, and query Xero, Sage, or QuickBooks invoices with auth and idempotency, without spreadsheet handoffs.
Inventory-Aware Invoicing
Stock checks before deal confirmation so sales cannot oversell against phantom inventory.
Inventory Accounting Sync / COGS Automation
WMS and warehouse stock movements post inventory asset and COGS journals into Xero, Sage, or Pastel so month-end valuations and cost of goods stay reliable without manual rebuilds.
Customer Lifetime Value
Cash-based CLV from CRM deal history joined with ledger payments, refunds, and bad debt.
Multi-system Sync
Keep CRM, e-commerce, and accounting in sync with retry queues, conflict rules, and failure alerts.
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