This guide will explain how to set up a zap to create invoices in Xero once a PandaDoc document is completed and signed.

Integrating Xero requires a paid Zapier plan.

In case you are familiar with Zapier and would like just a quick overview, this is what the zap looks like:

Here are the step-by-step instructions for setting up the zap.

Open Zapier and start a new zap. In the trigger settings, find PandaDoc and select the Document completed event.
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Then, connect your PandaDoc account.

Under Customize document, select the template that you are using to create documents. We recommend setting up a template because you will be able to specify what data to send to Xero later.

Next, Zapier will suggest testing the trigger. For this test, Zapier will look for a document in the Completed status that was created from the selected template.

Next step is to set up the action. Click on the plus sign below, find Xero and select Create Sales Invoice as an action.

Click Continue, connect your Xero account and click Continue again. Under Customize Sales Invoice, specify the information you’d like to be sent to the future Xero invoices, like Recipient’s name, and/or Signature Assignee name, and email address.

When setting up the data flow from the PandaDoc pricing table into the Xero invoice, make sure Line item SKUs in the PandaDoc document match the Item Codes in Xero for the products to be sent successfully. Therefore, products must be created in Xero before you turn the zap on.

Click on Item Code, then select Custom in the dropdown. From there, choose line item SKUs, you can choose more than one.

And that’s it for the zap setup, you can now turn it on! Once a document is completed in PandaDoc, a contact will be updated or a new contact will be created, and an invoice will be generated in Xero.