How to Get Real-Time Profit, Customer Spend and Product Insights from Xero

If you are using a standard CRM like Salesmate, Pipedrive, or HubSpot alongside Xero, you’ve likely hit a frustrating "data wall."

You can see that an invoice exists, and you can see the total balance, but the conversation usually stops there. When you want to know what a customer bought, how often they buy it, and—most importantly—how much profit you actually made after COGS (Cost of Goods Sold), the "out-of-the-box" integrations usually fall short.

As one business owner recently asked: “We can see invoices from Xero, but we don’t get deeper insights like product history, total spend, or gross profit. How do we report on this properly?”

The answer isn't necessarily a different off-the-shelf CRM. The answer is a Custom Order Management System (OMS) that acts as the intelligent bridge between your sales team and your accounts.

Here is how Floware solves the CRM + Xero reporting gap.

The Problem: The "Surface Level" Integration

Most CRMs treat Xero as a storage vault. They "pull" the PDF of the invoice so your sales team can see it, but they don’t "read" the data inside it.

Because the CRM doesn’t sync the line items (the specific products) or the associated purchase costs from Xero, you are left with:

• No Product Analytics: You can’t easily see which customers are due for a restock of a specific item.
• Hidden Profit Margins: You see the revenue, but you don’t see the gross profit per customer.
• Manual Spreadsheets: You end up exporting CSVs from Xero and Salesmate to manually merge them in Excel just to see your MVP customers.

The Floware Solution: A Custom OMS Built for Xero

At Floware, we specialize in building custom workflows that treat Xero as a source of truth, not just a digital filing cabinet. Here is how a custom-built system solves your reporting woes:

1. Line-Item Level Syncing

Unlike standard integrations, Floware can sync the specific line items from every Xero invoice back into your central dashboard. This means you can filter your entire database by "Customers who bought Product X in the last 6 months." This transforms your CRM from a contact list into a proactive sales tool.

2. Automated Gross Profit Reporting

Since Xero holds your cost prices and your invoices hold your sale prices, Floware bridges that data. We can calculate the Gross Profit per Order and Lifetime Value (LTV) automatically.

• The Result: Your dashboard shows you not just who spends the most, but who is the most profitable.

3. Customer Spend Dashboards

We build custom visualization layers on top of your data. Instead of clicking through individual invoices, you get a "Customer Health Score" or a "Spend Trend" graph directly on the customer profile. You’ll know instantly if a high-value customer’s spend is trending downward before they churn.

4. Keeping Xero "Non-Negotiable"

We understand that changing your accounting software is a massive headache. Floware is built to work with Xero, not replace it. We use Xero’s robust API to ensure that while your sales team works in a high-performance custom interface, your bookkeeper sees everything perfectly reconciled in Xero.

Why a Custom Build Beats a New CRM

You could spend months migrating to a complex Enterprise CRM (like Salesforce) and paying tens of thousands in licensing fees, only to find you still need a developer to make the Xero sync work the way you want.

Floware offers a different path:

• Tailored to Your Workflow: We build the fields and reports you actually need—no bloat.
• Ownership: You aren’t stuck in a "per-user" pricing trap that scales poorly as you grow.
• Deep Integration: We don't just "connect" apps; we orchestrate data so it serves your business goals.

Stop Guessing, Start Growing

If you’re tired of looking at Xero invoices and wondering which products are actually driving your growth, it’s time to move beyond basic integrations.

Get the product history, total spend, and gross profit insights you need to make informed decisions.

Ready to see what your Xero data is really telling you? Book a free consultation today and see how a custom order management system can transform your business reporting.