XeroFlow Smart Engine
Your Xero Bill Shouldn't Be
$5,000 a Month.
Xero's API limits have left high-volume SMEs with a brutal choice: pay thousands more per month, or lose your transaction detail. XeroFlow Smart Engine gives you a third option — a dedicated FTR portal with full detail, and smart aggregated syncing to Xero that keeps your API costs under control.
Live in under 2 weeks. Full transaction detail preserved. Xero costs slashed.
Built For Every Level
One Platform. Every Stakeholder.
Whether you're managing costs, running operations, or scaling your business — XeroFlow gives you exactly what you need.
For Finance Leaders
Get your Xero costs back under control
- Eliminate $2,000–$5,000/month in unexpected Xero API fees
- Full transaction history accessible in the FTR portal
- Aggregated data lands cleanly in Xero — no reconciliation headaches
For Operations
Full visibility at the vendor & customer level
- Drill into any transaction, vendor, customer, or cost centre
- Download detailed reports on demand — no limits, no extra cost
- Pay bills directly from the portal based on created invoices
For Business Owners
Scale your transaction volume without fear
- Process thousands of transactions monthly without Xero API penalties
- Custom aggregation logic built around your chart of accounts
- One source of truth — your data, your portal, your rules
The Problem
Xero API Limits Changed Everything
Thousands of Australasian SMEs were blindsided. Here's what actually happened.
Before vs After API Limits
Before Limits
~$80 / month
Xero API limits introduced
After Limits
$2,000–$5,000 / month
The brutal reality: High-volume businesses had no warning. The only options were pay up, reduce transaction volume (and lose detail), or find a smarter way.
01
Xero API Limits Hit Without Warning
Xero introduced transaction limits that caught thousands of Australasian SMEs off guard. Bills that were $80/month ballooned to $2,000–$5,000+ overnight with no practical alternative.
02
Lose Detail or Pay the Price
The only way to stay within limits is to reduce transaction volume — but that means losing the granular data your finance team and bookkeeper depend on every day.
03
No Visibility Without Xero
Your accounting data lives entirely inside Xero with no independent portal to view it. When costs force you to aggregate, you lose access to the detail you relied on.
How It Works
The XeroFlow Smart Engine
Your data flows through the engine once — detail into the FTR portal, aggregated summaries into Xero.
Your Data Source
Database, ERP, accounting system
XeroFlow Smart Engine
FTR data model + aggregation logic
FTR Portal
Full transaction detail — every vendor, every line
Xero
Aggregated entries — minimal API calls
Step 1
Connect
We connect directly to your existing database or accounting data source. No disruption to current workflows. No IT department required.
Step 2
Model
We build your FTR data model — mapping vendors, customers, cost centres, and chart of accounts into a structured transaction framework.
Step 3
Aggregate
XeroFlow applies your aggregation rules — weekly, monthly, or custom — reducing Xero API calls while preserving every detail in the FTR portal.
Step 4
Live
Your FTR portal is live, Xero is receiving clean aggregated data, and your API costs are back under control. Typical setup: under 2 weeks.
The FTR Platform
Full Detail. Zero Compromise.
The Firehawk Transaction Report (FTR) portal gives you everything Xero used to — and more — without the API cost.
Portal
Vendor-Level Transaction Drill-Down
See every transaction per vendor — amounts, dates, reference numbers, and status — without ever touching Xero.
Portal
Customer-Level Revenue Reports
Full customer transaction history with revenue breakdowns, payment status, and outstanding balances in one view.
Portal
On-Demand Data Downloads
Export any slice of your transaction data — by date, vendor, customer, cost centre — whenever you need it, with no API limits.
Gateway Agnostic
Your Gateway. Your Rules.
XeroFlow's payment layer is built to be agnostic — it doesn't lock you into a single provider. Connect to the gateway you already use, or let us set one up. Payments flow through your chosen processor, reconcile back to Xero automatically, and all detail lives in the FTR portal.
Stripe
Global card & bank payments with instant payouts, webhooks, and best-in-class developer APIs.
Square
All-in-one payment platform with card processing, invoicing, and point-of-sale — ideal for retail and service businesses.
PT
SupportedPayTo / Direct Debit
Australia's real-time bank-to-bank payment standard and direct debit — low fees, fast settlement, widely supported by Australian banks.
BYO
CustomBring Your Own
Already have a preferred gateway or bank integration? XeroFlow connects to your existing provider — no migration needed.
How the Payment Layer Works
One Portal. Any Gateway. Automatic Reconciliation.
The FTR portal sits above the gateway layer. Bills are created in your system, approved in the portal, and dispatched to whichever payment processor is configured. Once the payment clears, the portal auto-reconciles the entry back into Xero — closing the loop without manual intervention. Switching gateways in future requires no changes to your portal or Xero setup.
PCI-DSS handled at gateway layer
Auto-reconciles back to Xero
Swap gateways with zero portal changes
Full audit trail per payment
Bill Created
↓
FTR Portal — Approve
↓
Payment Gateway
↓
Xero — Reconciled ✓
Client Stories
Businesses That Took Back Control
SMEs across Australasia are using XeroFlow to stop the bleeding and keep their detail.
“Our Xero bill went from $95 a month to nearly $3,800 overnight when they changed the API limits. Firehawk had XeroFlow set up for us within a week — now we're back under control and our bookkeeper still has every detail they need.”
M.H.
CFO, Wholesale Distribution Business, VIC
$2,800+
Average monthly savings
vs Xero high-tier pricing
< 2 weeks
Typical setup time
From sign-off to live FTR portal
100%
Transaction detail kept
Every line preserved in FTR portal
95%+
Xero API call reduction
Through smart aggregation
Transparent Pricing
Simple. Predictable. Fair.
One-time setup fee. Fixed monthly retainer. No usage charges, no surprises.
XeroFlow Starter
For SMEs with high transaction volumes hitting Xero API limits
$3,500one-time setup
$350/moongoing retainer
- Full FTR portal — vendor & customer drill-down
- Smart aggregation engine (weekly or monthly)
- Xero chart of accounts mapping
- Automated Xero sync on your schedule
- On-demand data downloads (CSV/Excel)
- Up to 3 data source connections
- Standard support + onboarding session
Most Popular
XeroFlow Pro
For businesses needing custom logic, payments & deeper integrations
$5,000one-time setup
$350/moongoing retainer
Most popular for multi-entity and high-volume businesses
- Everything in Starter
- Custom aggregation logic for your business rules
- Bill payment portal — approve & trigger payments
- Payment window & due date management
- Unlimited data source connections
- Bespoke FTR data model tailored to your COA
- Priority support (faster response SLA)
- Dedicated onboarding & chart of accounts workshop
XeroFlow Custom
For enterprises with complex requirements or multi-entity structures
Custom
- Everything in Pro
- Multi-entity & multi-Xero-org support
- Custom web app with your branding
- ERP or legacy system integrations
- Bespoke dashboard and reporting views
- Dedicated account management
- SLA-backed support agreement
Australian data hosting
No lock-in contract
Cancel anytime
You own your data
Ready to Fix Your Xero Costs?
Stop Paying Xero's Premium for Your Own Data
Book a free 30-minute discovery call. We'll review your current Xero setup, estimate your potential savings, and show you exactly how XeroFlow would work for your business.
FAQ
Questions? We Have Answers.
Everything you need to know before booking your Blueprint session.
Xero introduced API call limits that restrict how many individual transactions can be pushed to your Xero account. Businesses with high transaction volumes — thousands of invoices, bills, or journal entries per month — hit these limits quickly, causing Xero to charge significantly higher subscription tiers, often $2,000–$5,000/month or more.
Get Started
Start Your 48-Hour Blueprint.
In two days, you'll have a complete tactical audit and strategic blueprint. No 6-month discovery. No billable hours for data cleaning. Just clarity.
✓
Day 1: Automated AI audit of your entire data estate.
✓
Day 2: Strategic blueprint with defensible architecture plan.
✓
Your data stays yours. Custom code we build is your IP.
48-Hour Blueprint
Your Data, Your IP
No Lock-In Contracts
Australian-Based Team