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  • Monday.com
  • Xero
  • Make.com
  • Xero API
  • Monday GraphQL API
  • Make AI Toolkit
  • Real project

Full Operations Automation for UK Property Consultancy /Real Project

One Monday.com status change creates a ready Xero quote or invoice

Designed and built a fully integrated operations system for a UK property consultancy managing 200+ active jobs across local councils, private developers, and housing associations. The system connects Monday.com as the central operations hub, Xero as the accounting layer, and Make.com as the automation engine — replacing a spreadsheet-based operation with a real-time, automated pipeline covering quotes, invoices, job tracking, financial reporting, and staff hour logging.

Timeline
8 weeks
Rating
★ 5.0
Category
Operations Systems

At a glance

Problem
The consultancy was running their entire operation on spreadsheets.
What I built
Built a 5-board Monday.com workspace covering the full business lifecycle — Companies/Clients, Jobs, Invoices, Staff/Resources, and Recorded Hours.
Tools
Monday.com, Xero, Make.com, Xero API, Monday GraphQL API, Make AI Toolkit
Result
Client rating ★ 5.0 out of 5
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The problem

The consultancy was running their entire operation on spreadsheets. Quotes were written manually in Word, invoices were typed into Excel and re-entered into Xero by hand, and there was no single view of the business financially. With 200+ active jobs across multiple client types, the manual overhead was unsustainable. Invoice creation alone took 20+ minutes per invoice, and there was no real-time visibility into pipeline health, outstanding payments, or resource workload.

How it works

  1. 01Rep creates a job in Monday — links client, adds line items as subitems with fees
  2. 02Status changes to Create Quote → Make fires instantly → Xero quote created with full formatting, terms, and branding
  3. 03Quote is checked and sent from Xero — rep marks it as Quote Sent in Monday
  4. 04Client accepts → status changes to Quote Agreed → job moves to Proceeding group automatically
  5. 05When ready to invoice — rep adds subitems with Xero product codes, changes status to Create Invoice
  6. 06Make creates the Xero invoice via API — line items, VAT at 20%, correct account code (4000), 14-day due date, invoice number in sequence
  7. 07Invoice is sent to client automatically — Make emails it from Xero
  8. 08Invoice row created on Invoices board in Monday and linked back to the job
  9. 09Job totals — Invoiced, Paid, Balance to Invoice — update automatically via mirror columns
  10. 10Sales Dashboard shows pipeline value, outstanding payments, revenue trend, and resource workload in real time

What I built

Built a 5-board Monday.com workspace covering the full business lifecycle — Companies/Clients, Jobs, Invoices, Staff/Resources, and Recorded Hours. Connected it to Xero via Make.com and the Xero API so that a single status change in Monday creates a fully formatted quote or invoice in Xero instantly. Quotes and invoices are pushed via API with correct line items, VAT, account codes, invoice numbering, branding, and payment terms — zero manual entry in Xero. A live Sales Dashboard gives leadership real-time visibility across the entire business.

Stack

  • Monday.com
  • Xero
  • Make.com
  • Xero API
  • Monday GraphQL API
  • Make AI Toolkit
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