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Xero + Epicor Integration

Clarity Connect™ integrates Xero with Epicor, automating business processes and data sharing. This robust integration connects your critical business systems to automate order processing, inventory management, and customer data synchronization.

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The Challenge

Connecting with Clarity Connect™

Clarity Connect™ links Xero and Epicor through automation and data sharing. Integrating these platforms benefits businesses by streamlining processes and connecting front-end and back-end systems.

Considerations when connecting these applications include security, performance, and physical access. We support both SaaS (Cloud) and On-Premises connection types.

Integration Diagram
Solution Illustration
The Solution

Seamless Integration

Our middleware platform ensures robust and reliable data transfer between Xero and Epicor.

  • Xero Tracking Categories: Map Epicor project codes, departments, or cost centers to Xero's `TrackingCategory` options for granular financial reporting.
  • Xero Reference Fields: Utilize Xero's `Reference` fields on `Invoices`, `Bills`, `Payments`, and `BankTransactions` to store Epicor `OrderNum`, `InvoiceNum`, or `PONum` for easy cross-referencing.
  • Epicor User Defined Fields (UDFs): Map Xero `ContactID` or `InvoiceID` to Epicor UDFs on `Customer`, `SalesOrder`, or `APInvoice` for bidirectional lookup.
  • Custom Object Support: Extend integration to custom objects or tables in Epicor via its REST APIs or Xero's limited custom field capabilities.
Implementation Timeline

Go live with Xero + Epicor in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Xero and Epicor, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Xero + Epicor deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Comprehensive Solution Details

  • Xero Tracking Categories: Map Epicor project codes, departments, or cost centers to Xero's `TrackingCategory` options for granular financial reporting.
  • Xero Reference Fields: Utilize Xero's `Reference` fields on `Invoices`, `Bills`, `Payments`, and `BankTransactions` to store Epicor `OrderNum`, `InvoiceNum`, or `PONum` for easy cross-referencing.
  • Epicor User Defined Fields (UDFs): Map Xero `ContactID` or `InvoiceID` to Epicor UDFs on `Customer`, `SalesOrder`, or `APInvoice` for bidirectional lookup.
  • Custom Object Support: Extend integration to custom objects or tables in Epicor via its REST APIs or Xero's limited custom field capabilities.

Robust Integration Architecture for Xero and Epicor

The integration leverages a modern, cloud-native iPaaS designed for scalability, security, and resilience. It adopts an event-driven, API-first approach, ensuring real-time data synchronization and minimizing manual intervention. This architecture supports complex business logic and provides comprehensive governance.

Data Flow Steps

Event-Driven Integration: Use webhooks (Xero) and Epicor BPM-triggered callbacks for real-time updates.

Canonical Data Model: Define a standardized internal data representation within the iPaaS to simplify multi-system integrations.

Idempotent Operations: Design API calls to Xero and Epicor to prevent duplicate record creation on retries.

API-First Approach: Leverage the comprehensive RESTful APIs of both systems for robust and scalable connectivity.

Master Data Management: Clearly define the system of record for key entities (e.g., Epicor for `Part`, Xero for `Account`) to prevent data conflicts.

Data Touchpoints

iPaaS Core Engine: Orchestrates workflows, executes transformations, and manages API interactions.
Xero Connector: Pre-built, optimized connector for Xero's OAuth 2.0 API, supporting all key entities.
Epicor Connector: Pre-built, optimized connector for Epicor Kinetic REST APIs (OData), including support for BPM-triggered events.
Data Transformation Engine: Visual, low-code interface for mapping and transforming data schemas.
Workflow Designer: Drag-and-drop environment for building integration flows and business logic.
AI Co-pilot: Provides intelligent assistance for mapping, validation, error resolution, and flow generation.
Monitoring & Alerting: Dashboards and notification services for real-time operational visibility.
Error Handling & Queues: Mechanisms for managing transient and persistent integration failures (e.g., dead-letter queues).
Secret Management: Secure storage for API keys, tokens, and credentials.

"Conceptual diagram would show: 'Source System (Epicor)' -> 'iPaaS (Connectors, Transformation, Workflow, AI)' -> 'Target System (Xero)'. Bi-directional arrows indicate data flow. Webhooks and polling mechanisms shown as triggers. Error queues and monitoring dashboards are external components of the iPaaS."

Pricing

Simple, transparent pricing for Xero + Epicor.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$599 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Innovative & Robust

How Middleware Integration Works

Benefits of Integrating Xero

Integrating Xero fosters greater efficiency and data accuracy. Automate your critical business processes to deliver consistently outstanding results.

Hover over the steps on the right to see detailed integration points.
Data Mapping

Data Entity Mapping

Explore how data flows between systems with intelligent field mapping and transformation logic.

Customer / Contact

Synchronizes customer records between Epicor and Xero. Epicor's Customer entity maps to Xero's Contact entity, which can represent both customers and suppliers.

Xero Fields

CustNum CustID Name Address1 City State Zip Country ContactName PhoneNum EmailAddress

Epicor Fields

ContactID Name FirstName LastName EmailAddress ContactStatus IsCustomer Addresses Phones

Mapping Notes

Map Epicor `Name` to Xero `Name`. Deconstruct Epicor `ContactName` into Xero `FirstName` and `LastName`. Map Epicor `Address` fields to Xero `Addresses` (array of objects, type 'STREET'). Set Xero `IsCustomer` to true. Ensure unique `CustID` from Epicor is stored in a custom field or `Reference` in Xero if direct `ContactID` isn't feasible for lookup.

Next Steps

See Xero + Epicor integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo
Real-World Applications

Integration Use Cases

Explore how the integration behaves in real business scenarios, with clearly defined steps, outcomes, and execution patterns.

Automated Sales Order to Invoice & Payment Reconciliation

Streamline the entire order-to-cash cycle by automatically converting Epicor Sales Orders into Xero Invoices, recording payments, and assisting with bank reconciliation.

Integration Steps:

  1. 0 Customer places order in eCommerce (integrates with Epicor).
  2. 1 New Sales Order created in Epicor (SalesOrder).
  3. 2 iPaaS detects new Epicor SalesOrder, extracts relevant data (Customer, Part, OrderDtl).
  4. 3 iPaaS creates/updates Contact in Xero from Epicor Customer data.
  5. 4 iPaaS generates a Draft or Authorized Invoice in Xero (Invoice) based on Epicor SalesOrder.
  6. 5 Payment received via external gateway (integrates with Epicor) and recorded as CashReceipt in Epicor.
  7. 6 iPaaS detects Epicor CashReceipt and creates a corresponding Payment in Xero, linking to the Invoice.
  8. 7 Xero bank reconciliation is assisted by AI for matching payments to bank transactions.

Business Outcome

Accelerated cash flow, reduced manual invoice creation, improved payment reconciliation accuracy, real-time revenue recognition.

Frequency

Real-time, Event-driven

Implementation Timeline

Go live with Xero + Epicor in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Xero and Epicor, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Xero + Epicor deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose
GET, POST, PUT /api.xro/2.0/Contacts Create/Update/Retrieve customer and supplier contacts.
GET, POST, PUT /api.xro/2.0/Invoices Create/Update/Retrieve sales invoices (ACCREC).
GET, POST, PUT /api.xro/2.0/Bills Create/Update/Retrieve purchase bills (ACCPAY).
GET, POST /api.xro/2.0/Payments Record payments against invoices/bills.
GET, POST, PUT /api.xro/2.0/Items Manage inventory items and services.
GET, POST, PUT /api.xro/2.0/TrackingCategories Manage analytical accounting dimensions.

⚡ Transformation Logic

  • Field Renaming & Type Conversion: `Epicor.Customer.Name` to `Xero.Contact.Name`; `Epicor.OrderDate` (string) to `Xero.Invoice.Date` (date object).
  • Data Splitting & Merging: Split `Epicor.Customer.ContactName` into `Xero.Contact.FirstName` and `LastName`. Merge `Epicor.Customer.Address` lines into `Xero.Contact.Addresses` array.
  • Lookup & Enrichment: Look up `Xero.Account.AccountCode` based on `Epicor.Part.TypeCode` or `Epicor.APInvoice.LineDetails.GLAccount`. Retrieve `Xero.ContactID` based on `Epicor.CustNum` for linking.
  • Conditional Logic: If `Epicor.SalesOrder.OrderStatus` is 'Shipped', then set `Xero.Invoice.Status` to 'AUTHORISED'; otherwise 'DRAFT'.
  • Value Mapping: Map Epicor `ShipViaCode` to a corresponding Xero `TrackingCategory` option or custom field.
  • Currency Conversion: Handle multi-currency transactions, applying exchange rates if necessary (though typically Xero handles its own multi-currency if enabled).

🛡️ Error Handling

  • Xero Rate Limit Exceeded: iPaaS automatically retries with exponential backoff.
  • Epicor API Unavailable: iPaaS queues requests and retries when service is restored.
  • Invalid Xero AccountCode: Transaction routed to dead-letter queue; AI suggests correct `AccountCode` based on `LineItem` description.
  • Duplicate Epicor Customer: iPaaS identifies existing `CustID` or similar `Name` and updates instead of creating.
  • Mismatched Tax Rates: iPaaS flags discrepancy, allowing manual correction or predefined tax mapping rules to apply.
Pricing

Simple, transparent pricing for Xero + Epicor.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$599 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Support & Information

Frequently Asked Questions

Common questions about integration implementation, security, and best practices.

General FAQs

▸ What is the primary benefit of integrating Xero with Epicor?
The primary benefit is achieving real-time financial visibility and automating critical business processes. This eliminates manual data entry, reduces errors, accelerates financial closes, and ensures consistent data across your ERP (Epicor) and accounting (Xero) systems, improving decision-making and operational efficiency.

Data Management FAQs

▸ How does the integration handle customer and supplier data synchronization?
The iPaaS ensures that Epicor Customer and Supplier records are accurately mirrored as Contacts in Xero. It handles field mapping, data transformation (e.g., splitting names, structuring addresses), and deduplication, defining Epicor as the master for these entities, ensuring consistency for invoicing and billing.

Workflows FAQs

▸ Can I automate the process of converting Epicor Sales Orders into Xero Invoices?
Absolutely. This is a core workflow. When a Sales Order in Epicor reaches a predefined status (e.g., 'Shipped' or 'Invoiced'), the iPaaS automatically creates a corresponding Invoice in Xero, including line items, customer details, and appropriate accounting codes. Payments recorded in Epicor can then automatically reconcile in Xero.

Technical FAQs

▸ How are Xero's API rate limits managed during high-volume data transfers?
Our iPaaS is designed with intelligent rate limit management. It employs strategies like request queuing, batching multiple updates into single API calls, and exponential backoff for retries. This ensures that even during peak loads or large data synchronizations, Xero's API limits are respected, preventing service interruptions.

AI Features FAQs

▸ What role does AI play in the Xero Epicor integration?
AI significantly enhances the integration by providing intelligent automation. It assists with auto-mapping fields, suggesting transformation rules, detecting anomalies in data flows, and even providing auto-remediation for common errors. This reduces manual configuration, improves data quality, and streamlines exception handling.

Reporting FAQs

▸ Is it possible to use Epicor's Tracking Categories in Xero for reporting?
Yes, Xero's Tracking Categories are ideal for this. The iPaaS can map relevant dimensions from Epicor (e.g., Project IDs, Department codes from Epicor `JobHead` or `GLAccount` segments) to Xero `TrackingCategory` options, allowing for granular financial reporting and analysis within Xero.

Error Handling FAQs

▸ How does the integration handle errors or data discrepancies?
The iPaaS features robust error handling. It includes automated retries for transient issues, a dedicated dead-letter queue for persistent errors requiring human review, and configurable alerts. AI-driven anomaly detection further flags potential discrepancies, with the platform offering tools for monitoring, logging, and reprocessing failed transactions.

Customization FAQs

▸ Can I customize the integration workflows without coding?
Absolutely. Our iPaaS offers extensive low-code/no-code capabilities. Business users and citizen integrators can visually design, configure, and manage complex integration workflows using a drag-and-drop interface, pre-built connectors, and a powerful rules engine, minimizing the need for specialized development resources.
Implementation Timeline

Go live with Xero + Epicor in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Xero and Epicor, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Xero + Epicor deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Pricing

Simple, transparent pricing for Xero + Epicor.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$599 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Next Steps

See Xero + Epicor integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo