This workflow allows teams to automate the transfer of approved dockets from Dashpivot into Xero bills using Flowsite. It is designed for businesses managing plant, labour, and material costs that require accurate and efficient billing processes. By automating bill creation, teams can reduce manual data entry, minimise errors, and improve financial reporting visibility through Xero tracking categories.
Video Walkthrough
Prerequisites
Before you begin make sure you have the following:
Plan: All Plan Types
Permission: Dashpivot Contributor
Skills Required: Workflow Automation
Device Type: Computer/Browser
Subscription: Dashpivot, Flowsite, Xero
Step-by-Step Instructions
Open Dashpivot and access the preconfigured docket workflow template.
Review the docket template tables used to log:
Plant data
Labour data
Material data
Confirm the docket template includes automatic cost calculations.
Open Flowsite and configure the integration flow.
Set the trigger so the integration runs when dockets are:
Approved
Moved into the final column
Configure the flow to create a corresponding bill in Xero.
Choose how the dockets will be billed:
Create separate bills for each docket
Consolidate dockets into a billing period such as:
Weekly
Fortnightly
Monthly
Set the billing period configuration as required.
Map the Dashpivot source data fields to the destination fields in Xero.
Configure the source categories for:
Plant
Labour
Materials
Apply tracking categories to line items where required, such as:
Project code
Cost centre
Create and Process a Docket
In Dashpivot, complete a docket form.
Clone an existing docket if required to speed up data entry.
Sign the docket if approval is required.
Submit the completed docket for approval.
Monitor the Integration in Flowsite
Open Flowsite and monitor the integration run status.
Review any failed runs or sync errors if required.
Verify the Bill in Xero
Open Xero and refresh the Bills section.
Verify the approved docket data has been created as a Xero bill.
Repeat the process for additional dockets if required.
Confirm consolidated billing totals if using grouped billing periods.
Notes
Billing automation removes the need for manual exports between Dashpivot and Xero.
Tracking categories in Xero help support detailed profit and loss reporting.
Consolidated billing can be configured based on your preferred billing cycle.
Tracking category availability depends on your existing Xero configuration.
Tips
Use cloned dockets for repeat customers or recurring work to reduce data entry time.
Review Flowsite run logs regularly to monitor successful integrations.
Use tracking categories consistently to improve financial reporting accuracy.