- Most double entry is the same job typed into Xero, a spreadsheet, a calendar and an email. Connecting them removes the retyping and the mistakes that come with it.
- We connect three families of tools: Xero, Microsoft 365 (Outlook, Excel, Teams, OneDrive, SharePoint) and Google Workspace (Gmail, Calendar, Sheets, Drive), plus forms and booking tools that export to them.
- Each connection is built in your own accounts and tested on real jobs before it goes live. You own the logins and can switch any connection off.
- Data handled under the Privacy Act 2020, stored in New Zealand or Australia, never used to train anyone's AI model.
Where double entry comes from
Nobody sets out to type the same thing four times. It happens because each tool was added for a good reason: Xero for the accounts, a spreadsheet for the job list, a calendar for the crew, email for the customer. None of them knows about the others, so a person carries the information between them. Usually that person is the owner, usually at night.
The cost is not only the hours. It is the invoice that went out with the wrong price because the spreadsheet was updated and Xero was not, and the job that was booked twice because the calendar lagged behind the form.
What we connect
Xero
Draft invoices from accepted quotes or completed jobs. Supplier bills from emails, ready to approve. Payments reflected on the job sheet. Contacts kept in step with your client list. We work within Xero's own connection rules, in your own Xero account.
Microsoft 365 and Google Workspace
Outlook or Gmail, Excel or Google Sheets, Teams or Google Chat, OneDrive, SharePoint or Google Drive. An enquiry email becomes a row in the sheet. A completed job in the sheet becomes a calendar entry and a customer email. A weekly summary lands in Teams or Chat on Monday morning.
Forms, booking and job tools
Website forms, booking systems, point-of-sale and job management tools, where they can export to a spreadsheet or send an email. That covers most tools small businesses use, and we tell you honestly in the free session when it does not.
Common connections we build
- Accepted quote → draft Xero invoice → confirmation email to the customer
- Supplier bill email → Xero bill draft with the PDF attached
- Website enquiry → client list → a reply draft in your inbox
- Completed job → invoice, calendar and the weekly numbers sheet
- Xero payment received → job marked paid, thank-you email sent
- Bookings → reminders by text or email the day before
How it works
- Free session. We watch how a job moves through your tools and write down every place it gets typed again.
- Written plan. Which connection to build first, what it will do, and an hours estimate. Yours to keep.
- Build and test. Usually one to two weeks, in your own accounts, tested on real jobs before it goes live.
- Keep it running. Fixes and tweaks are free for the first 30 days. After that, support is a monthly plan or pay as you go.
Your data and privacy
Connections carry customer names, amounts and sometimes bank details. They are handled under the Privacy Act 2020, data we store for you is hosted in New Zealand or Australia, and it is never used to train anyone's AI model. Everything runs in your own accounts, so you can see and switch off any connection at any time. Our guide to the Privacy Act 2020 and automation sets out what to check.
Want the full picture first? Read how to connect your business apps and how to automate quotes and invoices, or see everything we automate.
Common questions
What does Xero integration mean in practice?
It means your other tools talk to Xero without you retyping. A quote accepted on a form becomes a draft invoice. A payment in Xero updates the job sheet. Bills from supplier emails land in Xero as drafts for you to approve. You still check what matters; you stop typing it twice.
Do I need to change software?
Usually not. Most businesses keep Xero, their email and their spreadsheets exactly as they are. We connect what you have. If a tool cannot export or send email, we will say so in the free session.
Can you connect my booking or point-of-sale system?
Often, through what it already produces. Many booking, POS and job systems export to Excel or Google Sheets, or send confirmation emails, and we work from those. We do not pretend to plug into systems that offer no way out.
What does it cost?
It depends on how many tools and steps are involved, so we do not publish a price list. After the free session you get a written plan, and the scope and price are agreed in writing before any work starts. Fixes and tweaks are free for the first 30 days.
What happens if a connection breaks?
Apps change from time to time. Each connection logs what it did, so a failure is visible rather than silent, and support is a monthly plan or pay as you go, whichever suits you.