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Xero Setup & API Integration for UK Property Consultancy /Real Project

Xero set up end to end, with quotes and invoices created by API

Configured and integrated a complete Xero accounting system for a UK property consultancy from the ground up. The setup covers everything from Chart of Accounts and VAT configuration to a custom DOCX branding theme, bank feed with reconciliation rules, payroll for 7 staff, and a full Xero API integration via Make.com that creates invoices and quotes automatically from Monday.com — with no manual entry in Xero required.

Timeline
4 weeks
Rating
★ 5.0
Category
Operations Systems

At a glance

Problem
The consultancy had a Xero account but it was not properly configured for their business model.
What I built
Performed a full Xero implementation — configured the Chart of Accounts with the correct income code (4000 Consultancy), set up VAT at OUTPUT2 20%, configured 14-day payment…
Tools
Xero, Xero Accounting API, Make.com, Make AI Toolkit, Monday.com
Result
Client rating ★ 5.0 out of 5
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The problem

The consultancy had a Xero account but it was not properly configured for their business model. Invoices and quotes were being created manually, contacts were managed separately in a CRM with no sync, bank reconciliation was done by hand, and there was no consistent branding on outgoing documents. The account was not connected to any other tool in their stack.

How it works

  1. 01Chart of Accounts configured — income account 4000 set as Consultancy, expense categories for consultant costs and disbursements
  2. 02VAT settings configured at OUTPUT2 20% for all sales transactions
  3. 03Custom DOCX branding theme built — client letterhead, logo, BACS payment details, and terms built into every invoice and quote
  4. 04Bank feed connected — transactions import daily and match automatically via configured reconciliation rules
  5. 05Contact sync built via Make.com — new clients added in Monday create Xero contacts instantly via API, with AI parsing unstructured addresses into correct Xero fields
  6. 06Xero API integrated with Make.com for automated invoice creation — line items, account code 4000, OUTPUT2 VAT, sequential invoice numbering, 14-day due date, and branding all applied automatically
  7. 07Same API integration handles quote creation — fee structure, terms, expiry date, and summary paragraph all populated automatically
  8. 08Payroll configured for 7 staff — Directors at £230/hr, Consultants at £182/hr — with PAYE, NI, and pension calculations automated
  9. 09209 historical invoices migrated and correctly categorised on day one
  10. 10Aged Receivables report configured as primary outstanding payment tracker

What I built

Performed a full Xero implementation — configured the Chart of Accounts with the correct income code (4000 Consultancy), set up VAT at OUTPUT2 20%, configured 14-day payment terms with the Late Payment of Commercial Debts Act clause, and built a custom DOCX branding theme matching their letterhead. Connected the bank feed and configured reconciliation rules for recurring client payments. Set up payroll for 7 staff. Then built a Xero API integration with Make.com so invoices and quotes are created automatically from Monday.com with correct line items, account codes, VAT, invoice numbering, and branding.

Stack

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