Connect Harlo to Xero

Before you start

In Xero, decide which revenue account freight goes to (for example 200, Sales) and, if you use item codes, create an item named FREIGHT.

Send new invoices to Xero

1. Make a Harlo API key. In Harlo, open Settings, API keys, choose Create API key, name it Xero via Zapier, and copy it. You'll paste it in a moment; Harlo shows it only once.
2. Start a Zap with this trigger:

   App	Webhooks by Zapier
   Trigger event	Retrieve Poll
   URL	https://harlo-api-dev.pages.dev/v1/invoices?limit=25
   Key	data
   Deduplication Key	id
   Headers	Authorization in the left box, Bearer hk_… (the word Bearer, a space, your key) in the right.

3. Xero, Find or Create Contact, searching on Customer Name, with Customer Billing Email as the email for new contacts.
4. Xero, Create Sales Invoice, and map:

   Contact	The contact from the previous step
   Date / Due date	Invoice Date / Due Date
   Invoice number	Number
   Reference	Load Customer Reference
   Status	Draft while you test, then Awaiting payment
   Line items: Description	Lines Description
   Line items: Quantity	Lines Quantity
   Line items: Unit price	Lines Unit Price
   Line items: Account	Your freight revenue account
   Line items: Tax rate	Your organisation's exempt or zero rate (Harlo amounts carry no tax)

5. Test, then turn the Zap on.

Apply payments

1. Trigger:

   App	Webhooks by Zapier
   Trigger event	Retrieve Poll
   URL	https://harlo-api-dev.pages.dev/v1/payments?limit=25
   Key	data
   Deduplication Key	id
   Headers	Authorization in the left box, Bearer hk_… (the word Bearer, a space, your key) in the right.

2. Xero, Find Invoice by invoice number, with Invoice Number.
3. Xero, Create Payment on that invoice: Amount, Received Date, your bank account, and Reference.

Record each payment in one place only: if your bank feed reconciles payments in Xero, skip this Zap.

If something's off

Invoice number already exists

Xero refuses duplicate numbers. Check the Zap isn't also running for invoices you entered by hand.

Tax was added

Set each line's tax rate to your exempt or zero rate, or make that the freight account's default.

• When you turn the Zap on, Zapier notes the records already there and starts only for new ones. To bring older records across, see Spreadsheets and CSV for a one-time export.
• Webhooks by Zapier is a premium app: it needs a paid Zapier plan. How often it checks depends on the plan.
• Field names in Zapier match the API. Nested fields show with spaces, like Customer Name or Load Number.