Import Invoices into Xero – Step-by-Step Guide:

  1. Add Google Drive App Event
  2. Set Up Trigger Event
  3. Configure Google Drive
  4. Google Drive Trigger Test
  5. Add Action Step
  6. Set Up Document Parser
  7. Configure Action Event
  8. Test Action Event
  9. Parsed Invoice Output
  10. Add Xero Action Step
  11. Set Up Action Event
  12. Xero Sales Invoice Configuration
  13. Test Action Event
  14. Xero Invoice Confirmation Result
  15. Xero Sales Invoice Output

In this tutorial, we will show you how to Import Invoices into Xero from PDF or Scanned Documents using and Zapier. We will extract the data from this sample PDF Invoice and import it to Xero.


Screenshot of Source PD Screenshot of Source PDF


We will now start by clicking on the Make a Zap button at the top-right corner of your Zapier dashboard.

Step 1: Add App Event

Under the App Event field, we will choose Google Drive for our App.

App And Event In

Step 2: Set Up Trigger Event

Under Google Drive are the”Choose app and event” and “Trigger Event”

  • In the Choose app and event field, select the Google Drive app.
  • In the Trigger Event field, select the New File in the Folder.

Use New File In Folder As Trigger

Step 3: Configure Google Drive

Now, let’s Set up the Trigger.

  • In the Drive field, select My Google Drive. If nothing is selected then your personal Google Drive will be used.
  • In the Folder field, select the folder where you stored the files.

Note: New files added to subfolders inside the folder you choose here will NOT Trigger this Zap.


New File In Folder

Step 4: Google Drive Trigger Test

Now, let’s test the trigger to make sure that the right account is connected and your trigger is set up correctly.

Test The Trigger

Step 5: Add Action Step

In this Action step, let’s choose

App And Event In

Step 6: Set Up Document Parser

Then, select the Document Parser in the Action Event field.

Document Parser In

Step 7: Configure Action Event

Let’s set up the Document Parser Action Event.

  • In the Input field, enter the source URL from Google Drive.
  • In the Template Id field, let’s leave the default Template Id because it works with this sample PDF Invoice.

Set Up Action In Document Parser

Step 8: Test Action Event

Now, let’s send the Document Parser configuration to to Test & Review.

Step 9: Parsed Invoice Output

Excellent! PDF processed our request successfully and returned the extracted data from the PDF. We are now ready to import this to Xero and create an invoice.


Document Parser Output
Document Parser Output

Step 10: Add Xero Action Step

In this Action, let’s choose Xero.

App Event For Xero

Step 11: Set Up Action Event

Then, select the Create Sales Invoice in Xero as the Action Event.

Create Sales Invoice

Step 12: Xero Sales Invoice Configuration

We are now ready to map the Document Parser data to the Xero Sales Invoice.

  • In the Organization field, select the Organization name.
  • In the Contact Name field, enter the name of the invoice recipient.
  • In the Email Address field, enter the recipient’s email address.
  • In the Date field, map the invoice date from the parsed data.
  • In the Due Date field, map the corresponding invoice due date from the parsed data.Set Up Action for Xero


  • In the Currency field, select the invoice currency.


Set Up Action In Currency


  • In the Description field, choose the column 1 values separated by a comma.
  • In the Quantity field, choose the column 2 values separated by a comma.
  • In the Unit Price field, choose the column 3 values separated by a comma.

Description And Quantity

Step 13: Test Action Event

We will now send this configuration to Xero to make sure there are no errors.

Step 14: Xero Invoice Confirmation Result

Excellent! Our test was a success. Xero confirmed that an invoice has been created.

Output of Sales Invoice

Step 15: Xero Sales Invoice Output

This is the output of the sales invoice that we made.

Output of Sales Invoice
The output of the Sales Invoice


In this tutorial, we learned how to extract the data from a PDF invoice using the Document Parser. We also learned how to import this data to Xero to create a new invoice.

Video Guide – Import Invoices into Xero from PDF

Similar Pages