Connect Monday order updates to Xero workflows
They used Make.com to turn Monday status changes into Xero purchase orders, invoices, and bill attachments, with errors pushed back for manual review.
- What they did
- They built three Make.com scenarios around Monday webhooks. One flow watched for a PO item marked Ready, then looked up or created the supplier in Xero, built the purchase order with its line items, saved the PDF back to the Monday item, and generated the matching bill. A second flow handled client invoices in the opposite direction and sent the invoice, while a third watched for supplier PDFs uploaded by staff and attached each file to the correct Xero bill using the PO reference.
- How it went
- The author says all three automations were tested and are now live. When something fails, the Monday item changes to Needs Attention and a comment is added so staff can fix the data and run it again. No usage counts or other output numbers were reported.
- Tips
- This setup works best when Monday status changes are used as the control point for retries. Keep the exception path simple so staff can correct the record in Monday rather than digging into Make.
Try it yourself with Make
Set up a Make.com automation for my Monday.com board [board name] with three flows: when an item reaches [status], create the related purchase order in Xero using its item details, then save the PDF back to the Monday record; when a client-invoice item reaches [status], generate and email the invoice from Xero; and when an employee uploads a supplier PDF to [column/folder], match it to the correct Xero bill using the PO reference and attach it. Before anything is sent, paid, deleted, or submitted, pause and show me the draft record, invoice, or attachment match for approval. If a step fails or the match is unclear, mark the Monday item as [fallback status] and add a comment so I can fix it and retry.
Fill in the [brackets]. Agents can make mistakes, so review anything before it is sent, paid or deleted.
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