Creating Invoices via Flow

Conduit for Xero includes a Create Xero Invoices Flow action that raises a Xero invoice from any Salesforce® record. You can use it to send records to Xero automatically, without anyone opening the Create Invoice screen.

We recommend setting this up with a Send to Xero checkbox on the object and a record-triggered flow that runs when the box is ticked. The flow finds the invoice mapping and Xero organisation, then raises the invoice against a Xero Contact. That contact can be one that already exists in Xero, or a new one the action creates in the same step.

These pages use the Opportunity object and the Standard Sales mapping, but the same steps apply to any standard or custom object.

Note

The flow needs an invoice mapping for the object. See Configure Xero Mappings. Invoices are raised against the Xero Contact matched to the record’s Account, so set up Account Matching first.

Why Use a Send to Xero Field?

The Send to Xero field separates two jobs:

• Your business process decides when a record should be invoiced, and ticks Send to Xero.
• The invoicing flow decides how the invoice is created in Xero, and runs whenever the box is ticked.

Because the flow only watches the checkbox, it doesn’t need to know your business rules. If the rules for when to invoice change, or you want to send records to Xero from more than one place, you only update the process that ticks the box. The invoicing flow can stay untouched.

Automating When Records Are Sent

In practice, you don’t ask users to tick Send to Xero by hand. Instead, the step in your process that means “this is ready to invoice” sets the field. For example:

• When an Opportunity is Closed Won. A record-triggered flow on Opportunity sets Send to Xero to true when the Stage changes to Closed Won.
• When a contract is signed. When your e-signature solution marks the agreement as signed and updates the related Opportunity, a flow on that update sets Send to Xero.
• When an approval is granted. An approval process sets Send to Xero to true with a Field Update in its Final Approval Actions.

Each of these only sets the checkbox. The invoicing flow does the rest, in the same way every time.

Note

To keep these pages focused on the Xero integration, Activate and Test ticks Send to Xero directly on the record to show the flow running.

Steps

1. Add the Send to Xero FieldCreate the checkbox and add it to the Opportunity page.

2. Set Up the FlowCreate the record-triggered flow and get the mapping and Xero organisation.

3. Choose the Xero ContactInvoice an existing contact, create a new one, or combine both.

4. Activate and TestActivate the flow and send an Opportunity to Xero.

For the action’s inputs and outputs, see the Create Xero Invoices Action Reference.