Accounting integration

Xero phone integration for accounts teams

Every accounts line in the country fields the same three questions: what do I owe, when is it due, and did you get my payment. A phone system joined to Xero can answer most of them before anyone in accounts picks up.

Book a $450 audit→See pricing

What the integration does

Identifies the caller. The incoming number is matched against your Xero contacts, so the call arrives with a name and an account attached.
Shows the account to whoever answers. Outstanding invoices, the balance and the last payment, on screen before the first word.
Answers the routine question itself. After verifying the caller, the menu reads back the balance and due date, and a person is always one key away.
Sends a payment link. By SMS, using the online payment option already on your Xero invoices, so card details never pass through the phone system.
Routes by account status. Overdue accounts can go to a collections queue, key accounts to the person who looks after them.
Keeps an audit trail. Every lookup and read-back is logged.

What it looks like

Accounts and admin

The IVR answers "where is my invoice?" without a person

Every accounts line in the country fields the same three questions. We wire the menu straight into the ledger, verify the caller against the account, and read back the balance, the due date and the last payment. The ones that need a human still get one, only now the human isn’t reading out a number.

Xero OAuthVerified lookupRead-backAudit logged

flows/accounts-ivr.json

{
  "flow": "accounts-enquiry",
  "verify": {
    "method": "account-number",
    "attempts": 2,
    "fallback": "queue:accounts"
  },
  "steps": [
    { "say": "I can read out your balance and due date. One moment." },
    { "lookup": "xero.invoices.outstanding", "by": "contactId" },
    { "say": "Your balance is {{balance}}, due {{dueDate|spoken}}." },
    { "offer": { "sms": "payment-link" } },
    { "offer": { "transfer": "queue:accounts" } }
  ],
  "log": { "store": "call-audit", "retainDays": 2555 }
}

How it connects to Xero

The integration uses Xero’s official API. Someone in your organisation with the right Xero role authorises the connection, and it can be disconnected from Xero’s settings at any time. We ask only for the access the build needs: a balance read-back needs to read contacts and invoices, not to create them.

On the phone side, an inbound call event triggers the lookup; verification happens in the call flow; and the read-back is spoken by the platform. If Xero is slow or unavailable, the caller goes straight to the accounts queue as they would have before.

Verification before anything is read out

A balance is personal information, so nothing is read back on caller ID alone. The caller confirms something only the account holder should know, such as an account or invoice number, with a limited number of attempts before the call falls back to a person. What counts as enough verification is your decision, and we write it into the flow exactly as you set it.

Also on MYOB, QuickBooks and Reckon

The same pattern works with other accounting platforms we’ve connected, including MYOB, QuickBooks Online, Sage and Reckon. The details differ with each API, which is why the audit confirms what your particular platform and plan allow before anything is quoted.

Common questions

Is this an official Xero app?

No. We build the integration for your organisation using Xero’s public API. It’s not a listed marketplace app, and we don’t claim a partnership with Xero.

Can callers pay by card over the phone menu?

We steer away from it. Taking card numbers through a phone menu brings payment card security obligations into your phone system. Sending a payment link by SMS gets the same result while card details stay with your payment provider.

Can it log calls in Xero?

Xero is an accounting platform rather than a CRM, so it’s not built to hold a full call history. Where you want a record against the contact, we add a short note where the API allows it; where you want a proper call log, it belongs in your CRM or job management system and we write it there.

Services

Custom call flows and features

Routing, IVR menus, portals and reporting built for you when the admin console runs out of road.

CRM phone integration

Screen pops, automatic call logging, owner routing and AI call summaries for HubSpot, Salesforce, Zoho and Pipedrive.

Pricing

$150 per hour, a $450 fixed-price audit, and retainers by arrangement. AUD, ex GST.

Start here

Book the $450 systems audit

We go through what you’re running, what it’s costing you, and where the call is falling out of the process. You get a written plan and a fixed-price quote for the work, and it’s yours to keep whoever you decide to use.

Email us→ What the audit covers

$450 fixed, in AUD, excluding GST. Conducted remotely, Australia wide. On-site audits quoted separately on request.