Xero Integration: AI Receptionist Auto-Booking

The automated flow:

1️⃣ Customer Calls - AI answers in under 2 rings

2️⃣ AI Collects Details

• Name, phone, email
• Service needed
• Urgency level
• Preferred date/time
• Location/address

3️⃣ Checks Xero Availability

• Reads your calendar in real-time
• Finds next available slot
• Avoids double-bookings

4️⃣ Creates Job Automatically

• Customer details populated
• Job type assigned
• Notes added
• Status set to "pending"

5️⃣ Confirms with Customer

• SMS confirmation sent
• Email with details
• Calendar invite

6️⃣ You Wake Up - Job is already in your Xero dashboard, ready to go.

Full two-way sync:

✅ Create invoices from jobs ✅ Customer sync ✅ Payment tracking

Smart features:

• Duplicate detection - Won't create multiple jobs for same customer
• Custom field mapping - Map CallTradie data to your Xero fields
• Job type auto-assignment - "Blocked drain" → Plumbing job type
• Priority flagging - Emergency calls marked as urgent
• Notes preservation - Everything AI heard goes into job notes

What it doesn't do (yet):

• ❌ Modify existing jobs (only creates new)
• ❌ Quote generation (coming soon)
• ❌ Invoice processing

Step-by-step setup:

Step 1: Connect Xero OAuth connection to Xero

Step 2: Configure Invoicing Set up automatic invoice creation

Step 3: Test It

• Call your CallTradie number
• Book a test job
• Check Xero for new job entry
• Verify all fields populated correctly

Step 4: Go Live

• Forward your business number to CallTradie
• Start capturing every call automatically

Total time: 5 minutes. Technical skill needed: None.

Time savings: Average tradie gets 40-80 calls/month. At 3 minutes per manual Xero entry = 2-4 hours saved per month.

Accuracy: No more typos, forgotten details, or "what was that address again?" Everything captured perfectly every time.

After-hours coverage: Xero is powerful, but it can't answer your phone at 9 PM. CallTradie can—and books the job automatically for tomorrow morning.

Professional image: Customers get instant confirmation. They see you use modern tools. You look more professional than competitors using pen and paper.

Scenario 1: After-Hours Booking

• Customer calls at 7:30 PM (after you've stopped working)
• CallTradie answers, collects details
• Checks Xero calendar for tomorrow
• Books 9 AM slot automatically
• Customer gets SMS confirmation
• You wake up to a booked job

Scenario 2: Emergency Transfer

• Customer calls about burst pipe at 11 PM
• AI detects "emergency" language
• Creates urgent job in Xero
• Transfers call to your mobile immediately
• You answer and have all details already

Scenario 3: Busy Day Overflow

• You're on a job, phone rings
• Can't answer (hands full)
• CallTradie takes the call
• Books into Xero
• Sends you notification
• Customer doesn't go to competitor

Xero integration is included in your CallTradie subscription.

• ✅ No extra fees
• ✅ No setup charges
• ✅ Unlimited job creation
• ✅ Real-time sync

CallTradie pricing:

• $0.50–$1.00 per minute of call time
• Average cost: $100–$400/month
• Includes all integrations (Xero, Simpro, AroFlo, etc.)

Xero pricing:

• Check their website for current pricing

Combined cost: Less than hiring a receptionist at $55k/year.