xero search contact id and create xero quote

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JOB POST: Fix Make.com + Xero Quote Integration (Array
Aggregator Issue)

Project Overview

I need an experienced Make.com specialist to fix a scenario
that creates Xero quotes from Google Sheets data. The scenario keeps failing at
the Array Aggregator stage with validation errors.

Budget & Timeline

  • Budget: $50-150
    AUD

  • Duration: 1-2
    hours (screen-share session)

  • Timeline: ASAP

  • Location: Australia
    (AWST timezone preferred for easy scheduling)

What’s Not Working

Error 1 - ValidationException:

text

The operation failed with an error.

A validation exception occurred (10, ValidationException)

Description for line items cannot be empty

Xero Correlation ID: 1a4289c0-aa1f-4163-bab8-c0850611516a

Error 2 - BundleValidationError:

text

BundleValidationError

Validation failed for 1 parameter(s).

Missing value of required parameter ‘Description’.

Origin: Make

What This Means:

The Array Aggregator is not properly formatting line items for Xero’s API. The
Description field in LineItems is coming through as empty even though the data
exists in the spreadsheet.

Current Scenario Setup

Module Sequence:

  1. Google
    Sheets - Search Rows

    • Spreadsheet:
      “THE REPAIR GUY - 20.11.25”

    • Sheet:
      Sheet1

    • Filter:
      Status column (AB/27) is empty

    • Returns:
      All unprocessed quote rows

  2. Iterator

    • Iterates
      through each row from Google Sheets

  3. Array
    Aggregator     :warning: ← THIS IS WHERE
    IT FAILS

    • Source:
      Iterator output

    • Group
      by: JOB NUMBER (Column B/Index 1)

    • Target
      structure attempts:

      • Description:
        Column T (Index 19) - Line Description

      • Quantity:
        Column U (Index 20) - Line Quantity

      • UnitAmount:
        Column V (Index 21) - Line Unit Price

      • ItemCode:
        Column S (Index 18) - Item Code

      • TaxType:
        Column Y (Index 24) - Line Tax Rate

  4. Xero
    - Search for Contacts

    • Searches
      by Customer Name (Column C/Index 2)

  5. Xero
    - Create Quote

    • Contact:
      From previous search

    • Date:
      Column F (Index 5)

    • ExpiryDate:
      Column G (Index 6)

    • Reference:
      Column B (Index 1) - JOB NUMBER

    • Title:
      Column H (Index 7)

    • LineItems: {{array
      from aggregator}} ← Error occurs here

Spreadsheet Structure

Header Row (A1:AB1):

|
|
|----|
| |

Column

|
|
|----|

Index

|
|
|----|

Field Name

|
|
|----|

A

|
|
|----|

0

|
|
|----|

CONTACT ID

|
|
|----|

B

|
|
|----|

1

|
|
|----|

JOB NUMBER

|
|
|----|

C

|
|
|----|

2

|
|
|----|

Customer Name

|
|
|----|

D

|
|
|----|

3

|
|
|----|

Postal Address

|
|
|----|

E

|
|
|----|

4

|
|
|----|

Reference

|
|
|----|

F

|
|
|----|

5

|
|
|----|

Quote Date

|
|
|----|

G

|
|
|----|

6

|
|
|----|

Expiry Date

|
|
|----|

H

|
|
|----|

7

|
|
|----|

Description

|
|
|----|

I

|
|
|----|

8

|
|
|----|

Total Cost

|
|
|----|

J

|
|
|----|

9

|
|
|----|

Total Gross Profit

|
|
|----|

K

|
|
|----|

10

|
|
|----|

Discount

|
|
|----|

L

|
|
|----|

11

|
|
|----|

Subtotal

|
|
|----|

M

|
|
|----|

12

|
|
|----|

Tax

|
|
|----|

N

|
|
|----|

13

|
|
|----|

Total

|
|
|----|

O

|
|
|----|

14

|
|
|----|

Entered By

|
|
|----|

P

|
|
|----|

15

|
|
|----|

Entered On

|
|
|----|

Q

|
|
|----|

16

|
|
|----|

Section

|
|
|----|

R

|
|
|----|

17

|
|
|----|

Line Number

|
|
|----|

S

|
|
|----|

18

|
|
|----|

Item Code

|
|
|----|

T

|
|
|----|

19

|
|
|----|

Line Description

|
|
|----|

U

|
|
|----|

20

|
|
|----|

Line Quantity

|
|
|----|

V

|
|
|----|

21

|
|
|----|

Line Unit Price

|
|
|----|

W

|
|
|----|

22

|
|
|----|

Line Unit Sell Price

|
|
|----|

X

|
|
|----|

23

|
|
|----|

Line Discount Percentage

|
|
|----|

Y

|
|
|----|

24

|
|
|----|

Line Tax Rate

|
|
|----|

Z

|
|
|----|

25

|
|
|----|

Line Tax Rate Percentage

|
|
|----|

AA

|
|
|----|

26

|
|
|----|

Line Gross Profit

|
|
|----|

AB

|
|
|----|

27

|
|
|----|

Line Amount / Status

Data Example:

text

Row 2: JB10145, Zac Pratt, TAPI-666, 2025-11-21, 2025-11-28,
“maria did it”, 1, MISC, “Detailed Quote for Your Appliance
Repair”, 1, 25, 22, 50

Row 3: JB10145, Zac Pratt, TAPI-666, 2025-11-21, 2025-11-28,
“maria did it”, 1, MISC, “Detailed Quote for Your Appliance
Repair”, 1, 25, 22, 50

Row 4: JB10145, Zac Pratt, TAPI-666, 2025-11-21, 2025-11-28,
“maria did it”, 1, MISC, “Detailed Quote for Your Appliance
Repair”, 1, 25, 22, 50

Expected Behavior:

All 3 rows should create ONE Xero quote for JOB10145 with 3 line items.

What’s Been Tried (All Failed):

  1. ✗
    Using {{117.array}} directly in LineItems

  2. ✗
    Mapping individual fields within LineItems: {{117.Description}}, {{117.Quantity}},
    etc.

  3. ✗
    Using array notation: {{39..19}} for descriptions

  4. ✗
    Different aggregator structures with/without parseNumber()

  5. ✗
    Adjusting column indices (19 vs 20, etc.)

  6. ✗
    Removing/re-adding array wrapper in aggregator mapper

Technical Details

Make.com Account:

Xero Organization:

  • Name:
    New Eco Group Pty Ltd

  • Currency:
    AUD

  • Branding
    Theme: New Eco Group - The Repair Guy

Make.com Version: Current (as of November 2025)

What I Need From You

  1. Screen-share
    session     to see the actual module outputs in real-time

  2. Fix
    the Array Aggregator     configuration to properly format line items
    for Xero

  3. Test
    the scenario     end-to-end with my data

  4. Document
    the working configuration     so I understand what was wrong

  5. Guarantee
    it works     before ending the session

What I’ll Provide

✓ Make.com scenario shareable
link

✓ Google Sheet access (view/edit as needed)

✓ Screenshots of all error messages

✓ Xero account access (if needed for testing)

✓ My availability for screen-share call (AWST
timezone)

Ideal Freelancer

Must Have:

  • Proven
    experience with Make.com (Integromat) scenarios

  • Experience
    with Xero API integrations (specifically Create Quote endpoint)

  • Understanding
    of Array Aggregators and data bundling in Make.com

  • Availability
    for live screen-share troubleshooting

Nice to Have:

  • Australia-based
    (timezone alignment)

  • Experience
    with Google Sheets integrations

  • Portfolio
    showing similar Make.com + Xero projects

Questions to Answer in Your Proposal

  1. Have
    you built Make.com scenarios that create Xero quotes with multiple line
    items before?

  2. Are
    you familiar with Array Aggregator configuration issues in Make.com?

  3. What’s
    your hourly rate?

  4. When
    are you available for a screen-share session (AWST timezone)?

  5. Can
    you provide 1-2 examples of similar Make.com + Xero projects you’ve
    completed?

To Apply: Please send your proposal with answers
to the questions above and your availability. Include “XERO ARRAY
FIX” in your proposal title so I know you’ve read this fully.

And this is the second scenario. that I wanted to do Um So I
need help with this one as well, so can you please do The script. For Um The
people who are going to help me.

INVOICE-ORDER-PARTS.blueprint.json

Perfect! Here’s the complete job post for the second
scenario (Invoice + Order Parts automation):

JOB POST #2: Configure Make.com Scenario - Quote to
Invoice + Order Parts Sheet

Project Overview

I need an experienced Make.com specialist to configure a
scenario that:

  1. Monitors
    Xero for accepted quotes

  2. Automatically
    converts accepted quotes to invoices

  3. Sends
    the invoice

  4. Extracts
    line items from the invoice

  5. Writes
    those line items to a Google Sheet called “ORDER PARTS”

This is the second part of a two-scenario
workflow. The first scenario creates quotes from Google Sheets (being fixed
separately).

Budget & Timeline

  • Budget: $50-150
    AUD

  • Duration: 1-2
    hours (screen-share session)

  • Timeline: ASAP

  • Location: Australia
    (AWST timezone preferred)

Current Scenario Structure

I’ve already created the basic module sequence but need help
configuring the field mappings:

Module Sequence (6 modules):

  1. Xero
    - Watch Quotes     (or Custom Webhook)

    • Trigger:
      When quote status changes to ACCEPTED

    • Filter:
      Status = ACCEPTED

  2. Xero
    - Create Invoice

    • Convert
      the accepted quote to an invoice

    • Copy
      all line items from quote

  3. Xero
    - Send Invoice

    • Sends
      the invoice via Xero

  4. Xero
    - Get Invoice

    • Retrieves
      full invoice details including line items

  5. Xero
    - Search Payments     (optional - for payment tracking)

    • Checks
      payment status

  6. Google
    Sheets - Update Row     (or Add Row to ORDER PARTS sheet)

    • Writes
      invoice line items to “ORDER PARTS” spreadsheet

What I Need Help With

1. Quote Monitoring:

  • Configure
    trigger to detect when quotes are accepted in Xero

  • Filter
    to only process ACCEPTED quotes (not DRAFT, SENT, DECLINED)

2. Quote → Invoice Conversion:

  • Map
    all fields from quote to invoice:

    • Contact

    • Reference
      (Job Number)

    • Date

    • Line
      items (all items with descriptions, quantities, prices)

    • Tax
      settings

3. Line Items Extraction:

  • After
    invoice is created, extract ALL line items

  • Each
    line item should include:

    • Invoice
      Number

    • Contact
      Name

    • Job
      Number (from Reference field)

    • Item
      Code

    • Description

    • Quantity

    • Unit
      Price

    • Line
      Amount

    • Invoice
      Date

4. Write to ORDER PARTS Sheet:

  • Each
    line item = one row in ORDER PARTS sheet

  • Need
    to handle multiple line items per invoice

  • Possibly
    need Iterator to loop through line items

Expected ORDER PARTS Sheet Columns:

(I can adjust these, but approximately:)

  • Invoice
    Number

  • Contact
    Name

  • Job
    Number

  • Invoice
    Date

  • Item
    Code

  • Description

  • Quantity

  • Unit
    Price

  • Line
    Amount

  • Status
    (e.g., “Pending Order”)

Technical Details

Make.com Account:

Xero Organization:

  • Name:
    New Eco Group Pty Ltd

  • Currency:
    AUD

Google Sheet:

  • Name:
    ORDER PARTS (or similar - can be created/configured)

Current Blueprint:

I have a basic blueprint with empty modules: INVOICE-ORDER-PARTS.blueprint.json

Key Questions to Solve

  1. How
    to monitor for accepted quotes?

    • Should
      I use “Watch Quotes” with a filter?

    • Or
      use a Xero webhook?

    • Or
      run on schedule and search for recently accepted quotes?

  2. How
    to handle multiple line items?

    • Do
      I need an Iterator between “Get Invoice” and “Add
      Row”?

    • How
      do I ensure each line item creates a separate row?

  3. What’s
    the best way to map invoice data to the ORDER PARTS sheet?

    • Which
      Xero fields map to which sheet columns?

  4. Should
    this scenario also:

    • Update
      the original quote spreadsheet with Invoice ID?

    • Track
      payment status?

What I’ll Provide

✓ Make.com scenario shareable
link (with empty modules)

✓ Google Sheet access (ORDER PARTS sheet)

✓ Xero account access (if needed for testing)

✓ Sample accepted quote data for testing

✓ My availability for screen-share call (AWST
timezone)

Ideal Freelancer

Must Have:

  • Proven
    experience with Make.com (Integromat) scenarios

  • Experience
    with Xero API integrations (Quote, Invoice, Webhook endpoints)

  • Understanding
    of how to iterate through arrays/line items in Make.com

  • Availability
    for live screen-share troubleshooting

Nice to Have:

  • Australia-based
    (timezone alignment)

  • Experience
    building automated order/inventory workflows

  • Portfolio
    showing similar Make.com + Xero projects

Questions to Answer in Your Proposal

  1. Have
    you built Make.com scenarios that monitor Xero quotes and convert them to
    invoices?

  2. What’s
    the best approach to trigger on quote acceptance (Watch, Webhook, or
    Scheduled Search)?

  3. How
    do you handle extracting multiple line items from a Xero invoice and
    writing each to a separate sheet row?

  4. What’s
    your hourly rate?

  5. When
    are you available for a screen-share session (AWST timezone)?

To Apply: Please send your proposal with answers
to the questions above and your availability. Include “XERO INVOICE ORDER
PARTS” in your proposal title so I know you’ve read this fully.

Workflow Context

This is Part 2 of a two-part automation:

Part 1 (separate job): Google Sheets → Xero
Quote (with bundled line items)

Part 2 (this job): Xero Accepted Quote → Invoice → ORDER PARTS
Sheet

Both scenarios work together to automate the entire
quote-to-order workflow.

2

Hi @New_Eco_Group_Pty_Lt,

I would be glad to connect and discuss the details further. In terms of timing, an early IST schedule aligns well with your Australian time in the late morning around 10 to 11.

With over five years of experience in this field along with certified expertise in CRM systems, databases, automations, API integrations and programming in Python, JavaScript and Apps Script.

You can review my recently activated Fiverr services or also connect with me on LinkedIn.
If you would like to schedule a call, please use my Calendly link.

Look forward to connect and outline the next steps together.