Quick Start Guide
Get your agency up and running on XeroFlow in under 10 minutes. This guide walks you through creating your workspace, setting up your first board, inviting your team, and connecting Xero.
1. Create your workspace
After signing up, you will land on the workspace creation screen. Your workspace is the top-level container for everything in XeroFlow -- boards, clients, invoices, and team members all live here. Choose a name that represents your agency (you can change it later from Settings).
Once created, you will be taken to your dashboard. This is your home base -- a personalized overview showing recent activity, upcoming deadlines, and key metrics. Take a moment to familiarize yourself with the sidebar navigation: Boards, Clients, Finance, Chat, and AI are the core sections you will use daily.
2. Set up your first board
Boards are the heart of XeroFlow. Navigate to the Boards section in your sidebar and click "New Board." Give it a name like "Client Projects" or "Weekly Tasks" -- something your team will immediately understand.
Every new board comes with a default Status column and a few starter groups. You can add more columns right away -- click the "+" icon at the end of the column headers. Popular first columns include People (to assign tasks), Date (for deadlines), and Status (for workflow stages like "To Do", "In Progress", "Done").
Add a few tasks to get a feel for how it works. Type a task name, press Enter, and it appears in your board. You can drag tasks between groups, fill in column values, and switch between Table, Kanban, Timeline, Calendar, and Gallery views using the toolbar at the top.
Pro Tip
Start with a single board for your most active project. Once your team is comfortable with the workflow, duplicate it as a template for new projects. This way you build consistency without overwhelming anyone on day one.
3. Invite your team
XeroFlow is designed for collaboration. Head to Settings and select "Team Members" to send invitations. Enter your colleagues' email addresses and assign them a role -- Owner, Admin, Member, or Viewer. Most team members should start as Members, which gives them full access to boards and tasks without admin-level settings access.
Invited members receive an email with a link to join your workspace. Once they accept, they can immediately see shared boards, participate in chat, and start tracking their work. You can always change roles later from the Team settings page.
4. Connect Xero
If your agency uses Xero for accounting, connecting it unlocks powerful financial features. Go to Settings, then Integrations, and click "Connect Xero." You will be redirected to Xero's OAuth authorization page where you grant XeroFlow read and write access to your organization.
Once connected, XeroFlow automatically syncs your chart of accounts, contacts, and recent invoices. This enables features like end-of-month invoice generation, profit and loss dashboards, and client-level billing -- all from within XeroFlow. The sync runs continuously, so changes in either direction are reflected within minutes.
5. Explore the dashboard
With your board created, team invited, and Xero connected, head back to your dashboard. You will see widgets populating with real data -- tasks assigned to you, recent board activity, upcoming deadlines, and financial summaries if Xero is connected.
The AI chat panel in the bottom right is available from any page. Try asking it something like "What tasks are due this week?" or "Show me this month's revenue." It pulls context from your boards, clients, and financial data to give you answers instantly.
6. What to do next
You have covered the essentials. From here, you can dive deeper into the features that matter most to your team.