Xero Setup & API Integration for UK Property Consultancy
Full Xero implementation for a UK property consultancy — account configuration, custom branding theme, bank reconciliation rules, API-driven invoice and quote creation, contact sync, and payroll setup.
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.
The Solution
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.
How It Works
Chart of Accounts configured — income account 4000 set as Consultancy, expense categories for consultant costs and disbursements
VAT settings configured at OUTPUT2 20% for all sales transactions
Custom DOCX branding theme built — client letterhead, logo, BACS payment details, and terms built into every invoice and quote
Bank feed connected — transactions import daily and match automatically via configured reconciliation rules
Contact 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
Xero 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
Same API integration handles quote creation — fee structure, terms, expiry date, and summary paragraph all populated automatically
Payroll configured for 7 staff — Directors at £230/hr, Consultants at £182/hr — with PAYE, NI, and pension calculations automated
209 historical invoices migrated and correctly categorised on day one
Aged Receivables report configured as primary outstanding payment tracker
Ready to automate?
Have a similar project in mind?
I take on a limited number of projects each month. Let's talk about yours.
→ Book a Call