Add the Send to Xero Field

The flow runs when the Send to Xero checkbox on the record is ticked, either by a user or by your business process. Create the field, then add it to the record page so you can tick it directly while testing.

Why am I creating this field?

The Create Xero Invoices action calls the Xero API, so it has to run on the flow’s Run Asynchronously path, after the record has been saved. An asynchronous path only runs when the record changes in a way that meets the flow’s entry conditions, so it needs a clear signal to watch for. That signal is the trigger, and Send to Xero provides it.

You don’t have to use a dedicated field. The invoicing flow could trigger directly on another change, such as the Stage becoming Closed Won. However, we recommend a dedicated field to keep your automation modular, because it keeps two jobs apart. The automation that decides a record is ready to invoice only has to tick Send to Xero. The invoicing flow only has to watch that one field. You can change your invoicing rules, or send records to Xero from several places, without touching the invoicing flow.

For example, you might start by sending Opportunities to Xero when they’re Closed Won, with a flow that ticks Send to Xero when the Stage changes. Later, you introduce e-signatures and want to invoice only once the contract is signed. You just change that automation so the signature event ticks Send to Xero instead, and that’s it. The invoicing flow stays exactly as it is.

Create the Field

Navigate to Setup > Object Manager > Opportunity > Fields & Relationships and click New.

Select Checkbox as the data type and click Next.

Enter the field details and click Next:

• Field Label — Send to Xero. The Field Name fills in as Send_to_Xero.
• Default Value — leave as Unchecked.
• Description — optional, for example When ticked, a record-triggered flow creates a Xero invoice for this Opportunity.

On Establish field-level security, make the field visible to the profiles that should be able to send records to Xero, then click Next.

On Add to Dynamic Forms-enabled record pages, clear the Opportunity Record Page. You’ll place the field yourself in the next section. If you leave it selected, the field is added to the end of the page’s first field section instead. Click Next.

On Add to page layouts, leave the layouts selected and click Save.

Add the Field to the Opportunity Page

Open any Opportunity, click the gear icon and select Edit Page.

In Lightning App Builder, click the Details tab on the canvas to show its field sections. Then open the Fields tab in the left panel and search for Send.

Drag Send to Xero into a field section. Alternatively, click a field on the canvas, click the + insertion point that appears above or below it, and then click Send to Xero in the Fields panel. It’s added at the insertion point.

Click Save. If this is the first time you’ve customised the page, click Activation to assign it to your org, app or profiles.

Note

This assumes the page uses Dynamic Forms. If the Details tab shows a single Record Detail component, select it and click Upgrade Now to switch to Dynamic Forms first. Alternatively, leave the field on the page layouts you selected when you created it.

Next, set up the flow.