In this tutorial, we will focus on creating a paid Invoice in Xero, each time a new invoice in Shortlist is approved.
First, you will need to create an account on Zapier, which allows end users like you to integrate with web applications you use every day. Shortlist leverages Zapier to connect with Xero and thousands of other apps.
Once you create your account, reach out to your Account Manager to provide access to the Shortlist Zapier App.
Note, Shortlist Zapier app is currently still in beta phase so you will need to click on the above link to get access to it.
You should see following screen. Click Make a new Zap:
Step 1. Configure Shortlist connection
From the app list, select Shortlist. While we are in the beta stage, you may see a lot of versions available. Make sure to select 1.05 as per image below.
Next Choose Trigger Event. Since we are creating a paid Invoice in Xero only when invoice is approved, we need to select "Payment Status Changed"
Now, you should be prompted to Sign In and Continue. Go ahead and click on the blue button.
If you are using version 1.05, you will need to enter Shortlist URL.
For Shortlist URL, follow the patter in the description, <customer>.shortlist.co where customer is your account name.
Do not include "https://" or "http://"
If everything went well, you should see the following screen. Click Continue and move to Step 2.
Step 2. Configure a trigger.
Now, we need to Zapier what should trigger the action in Xero.
As we said in the beginning, we are going to create new invoice in Xero, as soon as that invoice is approved in Shortlist. So go ahead and select Approved
Next, you will get a chance to test your trigger. I would encourage you to do that.
Zapier will pull some sample content from your Shortlist account. As long as you have some approved invoices in your account it should work fine.
Click Test & Review, and you will get 3 recent invoices pulled.
Great, you are half there! Next we need to tell Zapier what to do when it detects that invoice was approved.
Step 3. Connect your Xero account
Type Xero and select it from the list.
Next, lets tell Xero what to do. You will see that Xero has made a lot of action events possible. In this tutorial we will use Create a new paid Invoice.
Click Continue and Sign in to your Xero account.
Agree to connect Xero to Zapier.
You should see the following screen if everything went well. Click continue to Step 4 where we configure your Action in Xero.
Step 4. Configure your Quickbooks action
Final step! Now we are going to configure action of creating a new bill in Quickbooks and map the fields with Shortlist.
Starting from the top.
4.1 Due Date
You can leave it blank. Shortlist doesn't pass the due date from the payments.
4.2 Bill Number
Again, you can leave it blank, unless you are using a custom payments fields in Shortlist you won't need this.
Select from available list of currencies
4.4 Line Items
Note, that Shortlist also pulls the fields from the related Task to the Invoice that you can use to populate this section.
For example for the description you can use Related Task Name
For the amount, pick Total Amount. This is taken from Shortlist Invoice total amount.
Here you will need to assign the expense to an Account in Quickbooks.
There are two way to that. Simple one, that we will cover in this tutorial, is just selecting a generic account name that fits all freelancer expenses, i.e Contractors.
A more complicated route will allow you to take a code from your task in Shortlist (as long as you have it populated in the task) and map it to the account code in Quickbooks, so that every Bill in with Quickbooks is created with an appropriate code. This will require adding custom fields to your Shortlist and using Formatter app in Zapier that is beyond scope of this tutorial.
Finally, we are going to ensure that Invoice in Shortlist is linked in to a vendor (or freelancer) in Quickbooks. And if that vendor doesn't exist, we will tell it create one on the fly.
Click Add a Search Step
And confirm it in the next modal.
You will see Customize Vendor Screen. Map full name to a display name in Shortlist.
Also make sure to check the item "Create QuickBooks Online Vendor if it doesn't exists yet". Otherwise your zap will fail if there is a new Vendor in Shortlist.
Lastly, Add Vendor ID as a custom value for Vendor ID.
Step 5. Pushing your Zap live.
When everything is fully configured you should see the screen below:
Finally, the last step is to turn your Zap ON. Now, with every approved invoice there will be a new invoice created in Xero.
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