Xero to ClickUp Integration

Vertical Engineering manages complex elevator installation projects that span several months and involve multiple payment milestones. Before automation, project managers had to manually monitor Xero for payment confirmations and then update project statuses in ClickUp, a process that was time-consuming and prone to delays. The lack of real-time synchronisation meant that manufacturing and installation teams sometimes began work before payment confirmation, creating cash flow risks. Conversely, delays in status updates sometimes held up projects even after payments were received, frustrating customers and reducing operational efficiency. The company needed a reliable, automated system that would instantly reflect payment status in their project management workflow, enabling teams to move forward confidently as soon as financial milestones were met.

Security was a primary concern given the sensitive financial data being transmitted. The integration utilises industry standard OAuth 2.0 for authentication with both Xero and ClickUp.

The integration has processed hundreds of invoices since deployment, maintaining exceptional reliability and sync times from payment confirmation to task update. This synchronisation has eliminated the manual monitoring burden that previously consumed hours of project manager time each week. Project cycle times have improved noticeably, as teams can now proceed immediately upon payment confirmation rather than waiting for manual status updates.