Data Overview

Coupler.io provides two separate Xero data sources, each designed for different use cases. Xero gives you raw entity data (invoices, contacts, journals, etc.), while Xero Reports gives you pre-built financial reports (P&L, Balance Sheet, Trial Balance, etc.).

Xero (Entity Data)

This source pulls structured records directly from your Xero organization. Select one entity per data flow. Entities are organized into four groups.

Accounting entities

Entity	Description	Typical use case
Invoices	Customer invoices with line items	Revenue tracking, accounts receivable
Contacts	Customers and suppliers	Contact management, CRM sync
Bank Transactions	Reconciled bank transactions	Cash flow tracking, reconciliation
Payments	Payment records	Payment tracking, collections
Credit Notes	Credit notes issued	Refund and credit tracking
Journals	System-generated journal entries	Audit trails, GL analysis
Manual Journals	User-created journal entries	Adjustments, accruals
Accounts	Chart of accounts	Account structure, reporting
Items	Products and services	Inventory, catalog management
Purchase Orders	Purchase orders	Procurement tracking
Quotes	Quotes and estimates	Sales pipeline
Expense Claims	Employee expense claims	Expense management
Receipts	Receipts	Expense tracking

Additional Accounting entities: Bank Transfers, Branding Themes, Contact Groups, Currencies, Employees, Linked Transactions, Organisation, Overpayments, Prepayments, Repeating Invoices, Tax Rates, Tracking Categories, Users.

Payroll entities (UK/NZ)

Entity	Description
Employees (UK or NZ)	Employee records for UK/NZ payroll
Pay Runs	Pay run records
Timesheets	Employee timesheets
Benefits	Employee benefits
Deductions	Payroll deductions
Earning Rates	Earning rate definitions
Leave Types	Leave type definitions

Additional UK/NZ entities: Earnings Orders (Statutory deductions), Pay Run Calendars, Reimbursements, Accounts (UK or NZ), Tracking Categories (UK or NZ).

Payroll entities (Australia)

Entity	Description
Employees (AU)	Employee records for Australian payroll
Pay Runs	Pay run records
Leave Applications	Leave requests and approvals
Timesheets	Employee timesheets
Super Funds	Superannuation fund records
Payroll Calendars	Payroll schedule definitions

Additional AU entities: Earnings Rates, Deduction Types, Leave Types, Reimbursement Types, Settings, Accounts (AU), Tracking Categories (AU), Leave Applications with Leave Periods, Timesheets with Timesheet Lines.

Project entities

Entity	Description
Projects	Project records with status and budgets
Tasks by Projects	Tasks within projects
Time by Projects	Time entries logged against projects
Users	Project team members

Entity parameters

Parameter	Purpose	Example
Report type	Simple (default fields) or Detailed (extended fields) — available for Invoices, Contacts, Bank Transactions, Credit Notes, Manual Journals, Overpayments, Prepayments	Detailed
Where	Filter records using Xero query syntax	Type=="ACCREC" AND Status=="AUTHORISED"
Order by	Sort results ascending or descending	EmailAddress DESC
Split by	Split nested values (e.g., line items) into separate rows	LineItems
Changed after	Export only records updated after a date	2025-02-22
Include archived	Include archived invoices, contacts, or tracking categories	Toggle on

The Where parameter uses Xero's own query syntax, which differs from QuickBooks. Dates must use the DateTime(YYYY, MM, DD) format, strings use == with double quotes, and GUIDs use =GUID("value"). See the Where parameter guide for full syntax and per-entity examples.

Xero Reports (Financial Reports)

This source pulls formatted financial reports from your Xero organization. Each report has its own parameters.

Available reports

Report	What it shows	Key parameters
Profit And Loss	Revenue and expenses over a period	Start/End date, Periods, Tracking Category ID, Payments only
Balance Sheet	Assets, liabilities, and equity snapshot	Date, Periods, Tracking Option ID, Payments only
Trial Balance	Debit/credit balances for all accounts	Date, Payments only
Budget Summary	Monthly budget summary	Date, Periods
Executive Summary	Monthly totals and business ratios	Date
Bank Summary	Balances and cash movements per bank account	Start/End date
Bank Statement	Transactions for a specific bank account	Bank Account ID, Start/End date
Aged Payables By Contact	Outstanding bills for a specific contact	Contact ID, Date, Start/End date
Aged Receivables By Contact	Outstanding invoices for a specific contact	Contact ID, Date, Start/End date

Report configuration options

Option	Purpose	Available for
Report structure	Xero-style format (dates as columns) or Date-by-row format (dates in rows)	P&L, Balance Sheet, Budget Summary, Executive Summary
Number of periods to compare	Add previous periods for comparison (up to 11 or 12)	P&L, Balance Sheet, Budget Summary
Period	Group by Month, Quarter, or Year	P&L, Balance Sheet, Budget Summary
Tracking Category ID	Filter P&L by tracking category (each option becomes a column)	Profit And Loss
Tracking Option ID	Filter by a specific tracking option	Balance Sheet, Profit And Loss
Include cash transactions only	Show only cash-basis transactions	P&L, Balance Sheet, Trial Balance

Common data combinations

Goal	Source	Configuration
Monthly P&L dashboard	Xero Reports	Profit And Loss, Date-by-row, 11 periods, Month
Accounts receivable aging	Xero Reports	Aged Receivables By Contact with Contact ID
Invoice line-item export	Xero	Invoices entity, Report type = Detailed, Split by = LineItems
Bank reconciliation	Xero	Bank Transactions entity with date filters
Budget vs. actual	Xero Reports	Budget Summary + Profit And Loss (separate flows)
Year-over-year P&L	Xero Reports	Two P&L flows: one for this year (e.g., 2025-01-01 to 2025-12-31) and one for last year

Use cases by role

Finance / Accounting

Automate P&L, Balance Sheet, and Trial Balance exports to Google Sheets or BigQuery. Use tracking categories to break down reports by region, department, or cost center. Use the Date-by-row report structure for trend analysis and combine multiple periods for month-over-month comparisons.

Business Owners

Bookkeepers / Advisors

Operations

Platform-specific notes

• Multi-tenant support — If you have access to multiple Xero organizations, select the tenant during setup. Each data flow pulls from one tenant. To consolidate data across organizations, create separate data flows and combine in your destination.

• P&L End Date limitation — Xero's API treats the End Date as the cutoff day for every month in the report. If you use a month with only 30 days (e.g., September 30), you'll lose one day of data from months with 31 days. Always use a month with 31 days as End Date (e.g., 12-31, 10-31, 08-31, 07-31).

• Bank Transactions — The Bank Transactions entity pulls reconciled transactions only. Unreconciled transactions are not available via the API.

• Journals vs. Manual Journals — Journals are system-generated (from invoices, payments, etc.) and don't support the Where parameter — use the Journal number filters instead. Manual Journals are user-created and do support Where filtering.

• Tracking categories — To filter reports by tracking category, you need the category ID and optionally the option ID. Export the Tracking Categories entity with Split by = Options to get all IDs.

• Aged reports require a Contact ID — The Aged Payables and Aged Receivables reports only return data for one contact at a time. There is no "all contacts" option. To get aging data for all contacts, you would need to create a separate data flow per contact or use the Invoices entity with status filters as an alternative.

• Date fields — Report date fields use the date picker. The Xero Where parameter requires the DateTime(YYYY, MM, DD) format — for example: Date >= DateTime(2025, 01, 01).