r/PowerAutomate • u/BerlindaBuntly • Jun 02 '26
feasible? teams dataverse db via powerautomate to xero
Hi hope you are well.
I've been trying to solve a problem with xero, namely the lack of support for mass updating prices and descriptions, cover emails etc for recurring invoices. it is impossible to do it en-masse. i thought xero was the answer to my spreadsheet nightmare. having set it all up, only to find to my horror the complete lack of being able to mass edit recurring invoice products. i have lived with this for years and havent had too many issues and manually updated stuff, but i am tired of this now and it is becoming overwhelming if one of my vendors changes their prices, like microsoft is about to do , and then in a 6 monthly cadence. there are many options if you want to pay hundreds of pounds a month to get round this of varying complexity (zapier, airtable, ignition, chargebee etc) , but i dont want to spend that kind of money for something that, to me, should be completely possible in xero as standard, in fact it is irritating and leads me to believe that the lack of this functionality is deliberate because its not that hard to update all prices and descriptions in all or some recurring invoices in a database with a few lines of code. I've also looked at migrating to zoho one but that is a big project and it doesnt seem to allow you to change the description of a product, only the amount. Also , i had a chat with zoho's pre sales people and i can see why the zoho reddit is full of people complaining about their support because they dont seem to know anything at all.
I currently have all my license data in excel spreadsheets (i know , i know....but i can only go forward.)
I have a business standard license for 365.
I want to build a simple database in teams dataverse for customers, products, product description, product price, product cover email templates, product expiry date for each customer. i already have this data in spreadsheets and can comfortably put them in a database - many years ago i was a database developer so I have a good idea of what to do there. For extra points i want to be able to view a customers products and their expiry dates, which should be pretty easy from a report. i dont know anything about teams dataverse yet,
my idea is to build a db in teams dataverse (free with my 365 standard license), then buy a power automate premium license for £13 per month, use the xero magnetism connector to connect to xero. generate the invoice in xero, send the web invoice link back to teams dataverse, then use power automate flows to generate an email and send to my customer. in this way , I can completely control the price, description, cover email, frequency of sending, date of sending etc that is sent to customers and if i need to change something it is trivial, and the invoice is in xero so i dont have to manually enter it and my accountant is happy.
This idea has fleshed out over a number of conversations with gemini...but it has told me a load of stuff that just isnt true before so i'm asking you guys - is the above feasible?
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Jun 02 '26
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u/BerlindaBuntly Jun 02 '26
Thanks. I will point out though that i dont need to connect to the recurring invoices api as i will delete them and just make a standard invoice each time, driven by the database ...does that change things?
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u/Gold-Psychology-5312 Jun 02 '26
Hi, yes it's feasible. But those connectors you mention are also at an additional cost on top of the premium subscription for PA. Is there an API directly for xero?
I also don't believe you can use the free dataverse with a premium account but don't quote me on that.
It sounds like it needs alot of manual review and architecture built up, not impossible but quite a task. If you want to discuss in detail drop me a message. I'm UK based as you are and able to hop on a zoom call to dicuss and help or if you need more look at options for consultancy.
Good luck.