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Xero – Upsert Records

Estimated reading time: 10 min

What your automation will do…

A connection to your Xero account is needed so we can sync it with our platform.
Refer to Xero – Connection
You can include between 1 and 255 Methods to build complex Flows.
XERO Xero - Upsert Records
This unified Method is used to Upsert Records.

⚠️ Reminder: The Method employs matching criteria to search for existing records. If a match is found, the record is updated; otherwise, a new record is created using the supplied information.

Configuration Table:

Input Options (Field Mapping):

  • Input: Allows dynamic inputs, e.g., from a Trigger or from Step responses. Input tab>uncheck “Show recommended” to see all fields).
  • Default Value: Select value from a defined list or specify a fixed attribute.
  • Manual input: Set a custom value by using the Lightning Bold feature.
Name*Upsert Record
Connection*Select your connection or create one.
Entity*
(Set of data that contain records)		Select the available Entities to create records:

Invoice, Contact, Item, Purchase Order, Contact Groups, Tracking Category.

(*) required field

Configuration tables for each Entity:

Use this Method to Upsert an Invoice.⚠️ Reminder: The Method employs matching criteria to search for existing records. If a match is found, the record is updated; otherwise, a new record is created using the supplied information.

When Upsert Invoices:
▪️ Providing an existing Line Item with its Line Item ID will update that line item.
▪️ Not providing an existing Line Item with it’s Line Item ID will result in that line item being deleted.


Tip: Get ID and Code value (for example Contact ID) from Method “Get Records“, “Find Record” or from Trigger “Get all Records of an Entity“.

See Xero Invoice API Reference.

Invoice status changes:

The following state changes are valid when updating invoices.

Existing statusNew status
DRAFTDRAFT
DRAFTSUBMITTED
DRAFTAUTHORISED
DRAFTDELETED
SUBMITTEDSUBMITTED
SUBMITTEDAUTHORISED
SUBMITTEDDRAFT
SUBMITTEDDELETED
AUTHORISEDAUTHORISED
AUTHORISEDVOIDED

Updating Invoices:

You can only update an invoice depending on the type of invoice, and its payment status.

Payment StatusACCRECACCPAY
UnpaidYesYes
Paid (in part, or in full)Yes – with exceptions belowNo
In a locked periodNoNo

If an invoice is paid in part or in full, you can only update the following fields:

  • Reference
  • DueDate
  • InvoiceNumber
  • BrandingThemeID
  • Contact, unless the payment is made with a Credit Note
  • URL
  • LineItems
    • Description
    • AccountCode, except for Construction Industry Scheme (CIS) account codes
    • Tracking

Configuration table:

MATCHING CRITERIA
Invoice NumberInvoice number to look for.
MAP FIELDS [+ Add Field]
Select fields from a list, to configure the invoice upsert.
Additional fields: Contact, Line Items, Reference, Date String, Date, Due Date String, Due Date, Line Amount Types, Url, Currency Code, Expected Payment Date, Planned Payment Date
TypeSelect the Invoice Type:
Account receivable: A sales invoice – commonly known as an Accounts Receivable or customer invoice.
Account Payable : A bill – commonly known as an Accounts Payable or supplier invoice.
Invoice Number
(max length = 255)		If your Invoice Type is ACCREC – Enter a Unique alpha numeric code identifying invoice ( when missing will auto-generate from your Organisation Invoice Settings).

If your Invoice Type is ACCPAY – Enter a non-unique alpha numeric code identifying invoice. This value will also display as Reference in the UI.
StatusPossible values : Draft – Submitted – Authorized – Delete – Voided – Paid
For more details, refer to Invoice Status.
Line Items[⊕ Element][⊕ Map] Add a repeating group of fields or Map it from an array. See Field Mapping.
Additional Line can be added as elements.
Element 1: Represents the first Line.

Line Item ID: Unique Identifier of the Line Item.

Description: Description of the line item (max length = 4000).
Unit Amount: By default, unit amount will be rounded to two decimal places.
Quantity: Line item Quantity.

[+ Add Field] add more fields in Line Items:

Tax Type: Used as an override if the default Tax Code for the selected Account Code is not correct – see TaxTypes.

Tax Amount: The tax amount is auto calculated as a percentage of the line amount based on the tax rate. You can change this value if the tax calculation is incorrect.

Line Amount: The line amount reflects the discounted price if a DiscountRate has been used i.e LineAmount = Quantity * Unit Amount * ((100 – DiscountRate)/100) (can’t exceed 9,999,999,999.99 ).

Account Code: Customer defined alpha numeric account code e.g 200 or SALES.
specifies which revenue or expense account the credit note applies to.
Tip: Find the Account Code with the Method “Get Records” or “Find Records”, Entity “Account”.

Item Code: User defined item code.

Discount Amount
Discount Rate
Percentage discount or discount amount being applied to a line item. Only supported on ACCREC invoices and quotes. ACCPAY invoices and credit notes in Xero do not support discounts.
TenantOptionally select a specific Organization (for Xero Account with multiple Organisations).
Select Input > Lookup tab > Select Search button to display a list.
ADDITIONAL FIELDS
ReferenceACCREC only – additional reference number (max length = 255)
ContactName: Full name of contact/organization.

[+ Add Field] add more fields in Contact:
Contact ID: Enter the Unique Identifier or Look up the value by select Input > Lookup tab > Enter the search.

Email Address: Email address of contact person.
Bank Account Details: Bank account number.

Addresses [⊕ Element][⊕ Map] Add a repeating group of fields or Map it from an array. See Field Mapping.
Additional Address can be added as elements.
Element 1: Represents the first address.
_Address Type: If you do not specify an AddressType, Xero will treat the address as a STREET address by default. Possible values :
POBOX: For PO Box addresses.
STREET: For street addresses (default if no type is specified).
DELIVERY: For delivery addresses.

_Address Line 1 [+ Add Field] add more Address Line.
_City
_Region
_Postal Code
_Country

Phone [⊕ Element][⊕ Map] Add a repeating group of fields or Map it from an array. See Field Mapping.
Additional Phone can be added as elements.
Element 1: Represents the first Phone.
_Phone Type: If you do not specify a PhoneType, Xero will treat the phone number as a DEFAULT phone number. Possible values :
DEFAULT: The primary phone number (default if no type is specified).
MOBILE: For mobile phone numbers.
FAX: For fax numbers.
DDI: For direct dial-in numbers.

_Phone Number
_Phone Area Code
_Phone Country Code
Date StringUse these fields if you are working with date strings that are not in the standard YYYY-MM-DD format.

The DateString and DueDateString fields accept dates in a human-readable string format (e.g., "1 January 2023" or "01/01/2023").
Xero will attempt to parse the string into a valid date.

If both Date and DateString (or DueDate and DueDateString) are provided, Xero will prioritize the Date and DueDate fields.
DateDate invoice was issued – YYYY-MM-DD. If the Date element is not specified it will default to the current date based on the timezone setting of the organisation.
Due Date StringUse these fields if you are working with date strings that are not in the standard YYYY-MM-DD format.

The Date String and Due Date String fields accept dates in a human-readable string format (e.g., "1 January 2023" or "01/01/2023").
Xero will attempt to parse the string into a valid date.

If both Date and Date String (or Due Date and Due Date String) are provided, Xero will prioritize the Date and DueDate fields.
Due DateDate invoice is due – YYYY-MM-DD
Line Amount TypesLine amounts are exclusive of tax by default if you don’t specify this element.

Possible values:
Exclusive: Line items are exclusive of tax
Inclusive: Line items are inclusive tax
NoTax: Line have no tax
UrlURL link to a source document – shown as “Go to [appName]” in the Xero app.
Currency codeThe currency that invoice has been raised in (see List of Currencies).
Expected Payment DateShown on sales invoices (Accounts Receivable) when this has been set.
Planned Payment DateShown on bills (Accounts Payable) when this has been set.

(*) required field

Example of Invoice (ACCREC)

Invoice with every single element being specified:

{
  "Invoices": [
    {
      "Type": "ACCREC",
      "Contact": {
        "ContactID": "eaa28f49-6028-4b6e-bb12-d8f6278073fc"
      },
      "DateString": "20025-09-08T00:00:00",
      "DueDateString": "20025-10-20T00:00:00",
      "ExpectedPaymentDate": "2009-10-20T00:00:00",
      "InvoiceNumber": "OIT:01065",
      "Reference": "Ref:SMITHK",
      "BrandingThemeID": "3b148ee0-adfa-442c-a98b-9059a73e8ef5",
      "Url": "http://www.accounting20.com",
      "CurrencyCode": "NZD",
      "Status": "SUBMITTED",
      "LineAmountTypes": "Inclusive",
      "SubTotal": "87.11",
      "TotalTax": "10.89",
      "Total": "98.00",
      "LineItems": [
        {
          "ItemCode": "Test 01",
          "Description": "3 copies of OS X 10.6 Snow Leopard",
          "Quantity": "3.0000",
          "UnitAmount": "59.00",
          "TaxType": "OUTPUT",
          "TaxAmount": "19.67",
          "LineAmount": "177.00",
          "AccountCode": "200",
          "Tracking": [
            {
              "TrackingCategoryID": "e2f2f732-e92a-4f3a-9c4d-ee4da0182a13",
              "Name": "Region",
              "Option": "North"
            }
          ]
        },
        {
          "ItemCode": "Test 02",
          "Description": "Returned Apple Keyboard with Numeric Keypad (faulty)",
          "Quantity": "1.0000",
          "UnitAmount": "-79.00",
          "TaxType": "OUTPUT",
          "TaxAmount": "-8.78",
          "LineAmount": "-79.00",
          "AccountCode": "200"
        }
      ]
    }
  ]
}
Expand
Use this Method to Upsert a Contact.⚠️ Reminder: The Method employs matching criteria to search for existing records. If a match is found, the record is updated; otherwise, a new record is created using the supplied information.

⚠️ When you are updating a contact you don’t need to specify every element. If you exclude an element then the existing value will be preserved.

▪️ The business rules around contacts in Xero may be changing in the future and ‘Contact Name’ may no longer be a unique field.
▪️ We recommend all developers use ContactID to uniquely reference contacts in Xero and do not rely on ContactName as a way to reference contact data uniquely in Xero.


Tip: Get ID and Code value (for example Contact ID) from Method “Get Records“, “Find Record” or from Trigger “Get all Records of an Entity“.

See Xero Contact API Reference.
MATCHING CRITERIA
NameFull name of contact/organisation (max length = 255)
Account NumberA user defined account number.
MAP FIELDS [+ Add Field]
Select fields from a list, to configure the Contact upsert.
Additional fields: FirstName, LastName, Contact Number, Email Address, Company Number, Addresses, Phones, Contact Persons, Bank Account Details, Tax Number, Accounts Receivable Tax Type, Accounts Payable Tax Type, IsSupplier, IsCustomer, Default Currency.
TenantOptionally select a specific Organization (for Xero Account with multiple Organisations).
Select Input > Lookup tab > Select Search button to display a list.
NameNew name of contact/organisation (max length = 255)
Account NumberNew user defined account number.
ADDITIONAL FIELDS
First NameFirst name of contact person (max length = 255)
Last NameLast name of contact person (max length = 255)
Contact NumberThis field is read only on the Xero contact screen, used to identify contacts in external systems (max length = 50). If the Contact Number is used, this is displayed as Contact Code in the Contacts UI in Xero.
Email AddressEmail address of contact person (umlauts (ä, ö, ü) not supported) (max length = 255)
Company NumberCompany registration number. Max 50 char.
Addresses[⊕ Element][⊕ Map] Add a repeating group of fields or Map it from an array. See Field Mapping.
Additional Address can be added as elements.

Element 1: Represents the first address.
_Address Type: If you do not specify an AddressType, Xero will treat the address as a STREET address by default. Possible values :
POBOX: For PO Box addresses.
STREET: For street addresses (default if no type is specified).
DELIVERY: For delivery addresses.

_Address Line 1 [+ Add Field] add more Address Line.
_City
_Region
_Postal Code
_Country
Phones[⊕ Element][⊕ Map] Add a repeating group of fields or Map it from an array. See Field Mapping.
Additional Phone can be added as elements.
Element 1: Represents the first Phone.
_Phone Type: If you do not specify a PhoneType, Xero will treat the phone number as a DEFAULT phone number. Possible values :
DEFAULT: The primary phone number (default if no type is specified).
MOBILE: For mobile phone numbers.
FAX: For fax numbers.
DDI: For direct dial-in numbers.

_Phone Number
_Phone Area Code
_Phone Country Code
Contact Persons
A contact can have a maximum of 5 Contact Persons.		[⊕ Element][⊕ Map] Add a repeating group of fields or Map it from an array. See Field Mapping.
Additional Phone can be added as elements.

Element 1: Represents the first Contact person.

First Name
Last Name
Email Address
Include in Emails: True – False
To indicate whether contact should be included on emails with invoices etc.
Bank Account DetailsBank account number of contact.
Tax NumberTax number of contact – this is also known as the ABN (Australia), GST Number (New Zealand), VAT Number (UK) or Tax ID Number (US and global) in the Xero UI depending on which regionalized version of Xero you are using (max length = 50).
Accounts Receivable Tax TypeDefault tax type used for contact on AR invoices.

This field is optional. If not provided, Xero will use the default tax type set in the organization’s settings.

The available tax types depend on your organization’s tax settings. You can view and manage tax types in the Xero UI under Settings > Tax Rates.
Accounts Payable Tax TypeDefault tax type used for contact on AP invoices.

This field is optional. If not provided, Xero will use the default tax type set in the organization’s settings.

The available tax types depend on your organization’s tax settings. You can view and manage tax types in the Xero UI under Settings > Tax Rates.
Is SupplierTrue – False
Is CustomerTrue -False
Default CurrencyRepresents the three-letter currency code (e.g., USD, EUR, GBP. See List of Currencies) that will be used as the default currency for the contact.

If not provided, Xero will use the organization’s default currency (as set in the Xero organization settings).

(*) required field

Use this Method to Upsert an Item.⚠️ Reminder: The Method employs matching criteria to search for existing records. If a match is found, the record is updated; otherwise, a new record is created using the supplied information.

⚠️ Only the fields you include in your update request will be modified; any fields you omit will retain their existing values in Xero.

⚠️ Tracked items in Xero have their inventory quantity and value monitored, and sales are restricted based on stock levels. Untracked items are simply listed on transactions without inventory tracking. Consult Xero’s help center for more information.

Tip: Get ID and Code value (for example Contact ID) from Method “Get Records“, “Find Record” or from Trigger “Get all Records of an Entity“.

See Xero Items API Reference.

Adjusting the quantity and value of tracked items:

The Quantity and TotalCostPool elements are read-only and cannot be directly modified through the Items endpoint. To update the quantity or value of tracked items, you must create accounting transactions.

To raise the value and quantity of a tracked item, generate purchase transactions such as ACCPAY Invoices or SPEND Bank Transactions. Conversely, to reduce the value and quantity of tracked items, create sales transactions like ACCREC Invoices or RECEIVE Bank Transactions. For further details on inventory adjustments, refer to the Tracked Inventory in Xero guide.

Configuration table:

MATCHING CRITERIA
Code*Enter a user defined item code to look for.
MAP FIELDS [+ Add Field]
Select fields from a list, to configure the Item update.
Additional fields: Description, Inventory Asset Account Code, IsSold, IsPurchased, Purchase Description, Purchase Details, Sales Details.
TenantOptionally select a specific Organization (for Xero Account with multiple Organisations).
Select Input > Lookup tab > Select Search button to display a list.
CodeEnter a new user defined item code.
NameThe name of the item.
ADDITIONAL FIELDS
DescriptionDescription of the item.
Inventory Asset Account CodeThe inventory asset account for the item. The account must be of type INVENTORY. The COGSAccountCode in PurchaseDetails is also required to create a tracked item.
IsSoldTrue – False
If True the item will be available on sales transactions in the Xero UI.
IsPurchasedTrue- False
If True the item is available for purchase transactions in the Xero UI.
Purchase DescriptionThe purchase description of the item (max length = 4000)
Purchase Details[+ Add Field] add more fields:
Unit Price: By default UnitPrice is rounded to two decimal places.

Account Code: Default account code to be used for purchased/sale. Not applicable to the purchase details of tracked items.

Cost of good sold Account Code(COGSAccountCode): Cost of goods sold account. Only applicable to the purchase details of tracked items.

Tax Type: Used as an override if the default Tax Code for the selected Account Code is not correct – see TaxTypes.
Sales Details[+ Add Field] add more fields:
Unit Price: By default UnitPrice is rounded to two decimal places.

Account Code: Default account code to be used for purchased/sale. Not applicable to the purchase details of tracked items.

Tax Type: Used as an override if the default Tax Code for the selected Account Code is not correct – see TaxTypes.

(*) required field

Use this Method to Upsert a Purchase Order.⚠️ Reminder: The Method employs matching criteria to search for existing records. If a match is found, the record is updated; otherwise, a new record is created using the supplied information.

⚠️ When creating a purchase order you can set the Status field to DRAFT, SUBMITTED, or AUTHORISED. However, once a purchase order is set to SUBMITTED or AUTHORISED, it cannot be reverted to DRAFT through the Update Method. Additionally, the statuses BILLED and DELETED are system-generated and cannot be assigned manually during creation or updates.

Tip: Get ID and Code value (for example Contact ID) from Method “Get Records“, “Find Record” or from Trigger “Get all Records of an Entity“.

See Xero Purchase Order API Reference.

Updating line items when updating purchase orders:

In an update request:

  • Providing an existing Line Item with its Line Item ID will update that line item.
  • Providing a Line Item with no Line Item ID will create a new line item.
  • Not providing an existing Line Item with it’s Line Item ID will result in that line item being deleted.

Configuration table:

MATCHING CRITERIA
Purchase Order Number*the purchase order number to look for.
MAP FIELDS [+ Add Field]
Select fields from a list, to configure the Purchase Order upsert.
Additional fields: Date, Delivery Date, Status, Line Amount Types, Currency Code, Purchase Order Number, Reference, Branding Theme ID, Send To Contact, Delivery Address, Attention To, Telephone, Delivery Instructions, Expected Arrival Date.
Contact
provide information of an existing contact.		Contact ID: Enter the Unique Identifier or Look up the value by select Input > Lookup tab > Enter the search.

[+ Add Field] add more fields in Contact:
Name: Full name of contact/organization.
Line Items[⊕ Element][⊕ Map] Add a repeating group of fields or Map it from an array. See Field Mapping.
Additional Line can be added as elements.
Element 1: Represents the first Line.

Line Item ID: Unique Identifier of the Line Item.

Unit Amount: By default, unit amount will be rounded to two decimal places.
Quantity: Line item Quantity.

[+ Add Field] add more fields in Line Items:
Description: Description of the line item (max length = 4000).

Account Code: specifies which revenue or expense account the credit note applies to.
Tip: Find the Account Code with the Method “Get Records” or “Find Records”, Entity “Account”.

Discount Rate: Percentage discount being applied to a line item

Tax Type: Used as an override if the default Tax Code for the selected Account Code is not correct – see TaxTypes.
TenantOptionally select a specific Organization (for Xero Account with multiple Organisations).
Select Input > Lookup tab > Select Search button to display a list.
ADDITIONAL FIELDS
DateDate purchase order was issued – YYYY-MM-DD. If the Date element is not specified then it will default to the current date based on the timezone setting of the organisation
Delivery DateDate the goods are to be delivered – YYYY-MM-DD (From supplier location).
StatusOnce a purchase order is set to SUBMITTED or AUTHORISED, it cannot be reverted to DRAFT through the API. Additionally, the statuses BILLED and DELETED are system-generated and cannot be assigned manually during creation or updates.

Possible values:
SUBMITTED
AUTHORISED
Line Amount TypesLine amounts are exclusive of tax by default if you don’t specify this element.

Possible values:
Exclusive: Line items are exclusive of tax
Inclusive: Line items are inclusive tax
NoTax: Line have no tax
Currency CodeThe currency that purchase order has been raised in (see List of Currencies).
Purchase Order NumberEnter the Unique alpha numeric code identifying purchase order ( when missing will auto-generate from your Organisation Invoice Settings).
ReferenceAdditional reference number.
Branding Theme IDUnique Identifier of the Branding Theme that apply to this Purchase Order.
Send To ContactTrue – False
To set whether the purchase order should be marked as “sent”. This can be set only on purchase orders that have been approved or billed.
Delivery AddressThe address the goods are to be delivered to.
Attention ToThe person that the delivery is going to.
TelephoneThe phone number for the person accepting the delivery.
Delivery InstructionsA free text field for instructions (500 characters max).
Expected Arrival DateThe date the goods are expected to arrive.

(*) required field

Example request to update a purchase order to mark it as sent 
{
  "PurchaseOrderID": "8694c9c5-7097-4449-a708-b8c1982921a4",
  "SentToContact": true
}
Use this Method to Upsert Contact Groups.⚠️ Reminder: The Method employs matching criteria to search for existing records. If a match is found, the record is updated; otherwise, a new record is created using the supplied information.

Tip: Get ID and Code value (for example Contact ID) from Method “Get Records“, “Find Record” or from Trigger “Get all Records of an Entity“.

See Xero Contact Groups API Reference.
MATCHING CRITERIA
Contact Group Name*Group’s name to look for.
MAP FIELDS
TenantOptionally select a specific Organization (for Xero Account with multiple Organisations).
Select Input > Lookup tab > Select Search button to display a list.
Contact Group NameNew Contact Group’s name

(*) required field

Sample response 
{
  "ContactGroupID": "a3de3991-56f9-42a5-8597-984067567cdb",
  "Name": "wiresk group upsert",
  "Status": "ACTIVE",
  "Contacts": [],
  "HasValidationErrors": false
}
Use this Method to Upsert Tracking Categories.⚠️ Reminder: The Method employs matching criteria to search for existing records. If a match is found, the record is updated; otherwise, a new record is created using the supplied information.

See Xero Tracking Categories Reference.
MATCHING CRITERIA
NameTracking category name to look for.
StatusPossible values: ACTIVE – ARCHIVED
MAP FIELDS
NameThe new name of the Tracking Category.
TenantOptionally select a specific Organization (for Xero Account with multiple Organisations).
Select Input > Lookup tab > Select Search button to display a list.
StatusNew status
Possible values: ACTIVE – ARCHIVED

(*) required field

Example of request for updating a Tracking Category status 
POST https://api.xero.com/api.xro/2.0/TrackingCategories/{TrackingCategoryID}
{
  "Status": "ARCHIVED"
}

Once your Flow is configured, you can test or automate it using the Run panel or by managing Triggers from the Flow Management screen.

  • Run Flow: Manually runs the Flow once using sample data. Ideal for testing logic and field mapping. See How to Run a Flow.
  • Run Scheduler: Force-runs the Trigger immediately using live input. This bypasses the recurrence rule and is useful for verifying real data mapping. Learn more in Wiresk Scheduler – The Fundamentals.

From the Trigger management panel (clock icon), you can:

  • Activate or deactivate Triggers
  • Force-run the scheduler
  • Copy Routing Keys (for HTTP Triggers)

If your Flow uses a Webhook Trigger, it runs automatically on each incoming webhook—no scheduler required. It remains active until you manually deactivate it.