Update Record When an Invoice Is Paid in Xero

Contents

Overview

This article explains how to update a Kintone record when an invoice is paid in Xero, using Zapier.

The scenario used in this article is based on the Create and Email an Invoice with Xero article. It is recommended to read that article before this current article.

General Flow

The general flow of the operation is as follows:

  1. When an invoice is paid in Xero, it triggers Zapier.
  2. Zapier finds the corresponding Kintone record using the invoice number.
  3. Zapier updates that Kintone record and changes the status to Paid.

Required Environments

Refer to the required environments of the following article:

Create and Email an Invoice with Xero

Initial Setup

Refer to the following article and follow the steps to create the sample App:

Create and Email an Invoice with Xero

Set Up the Integration

This section explains how to create a Zap that runs when an invoice is paid in Xero and updates the matching Kintone record.

Create a Zap

  1. Log in to Zapier and click the + Create button on the top left, then choose Zaps to start the Zap setup.
  2. Give the Zap a descriptive name, such as "Update Kintone when Xero invoice is paid".

Set Up the Xero Trigger

  1. Click the step that says "Select the event that starts your Zap".

  2. In the search box, type Xero and select the Xero App.
  3. Select Updated Sales Invoice as the Trigger Event. This runs when an invoice in Xero is updated, including when it is marked as paid.
  4. Connect your Xero account if it is not already linked, then click Continue.

  5. In the Configure settings, set the following:
    • Change: Select Paid from the dropdown. This filters the trigger so the Zap only runs when an invoice status changes to Paid.
    • Trigger Preference: Select As soon as possible.

  6. Click Continue and then Test trigger to pull in a sample updated invoice. If you do not have a paid invoice yet, create a test payment in Xero for one of your invoices, then run the test again. Select a sample and click Continue with selected record.

Update the Kintone Record

  1. Click Add step or the + button.

  2. Search for Kintone and select the Kintone App.

  3. Select Update Record by Update Key as the Action Event.

  4. Connect your account. In the Account settings, if the appropriate Kintone account is already linked, select that account from the dropdown. If not, click Connect a new account.

  5. In the Configure settings, set the following so that the record will be updated according to the invoice number from Xero.

    Field / Option Value
    Update Key Select Invoice_number. The Invoice_number field in Kintone must have "Prohibit duplicate values" enabled to be used as an Update Key.
    Update Key Value Select 1. Invoice Invoice Number from the previous step
    Status_payment Select Paid

  6. Click Continue and then Test step. Confirm that the correct Kintone record is updated.

  7. Click Publish to turn on the Zap.

Test the Flow

  1. In Xero, open an invoice that was created from Kintone and is in Waiting for payment in Kintone. Record a payment to mark the invoice as paid.
  2. In Zapier, check the Zap history to confirm the trigger and all steps completed successfully.
  3. In Kintone, open the corresponding record and verify that the Status field has been updated to Paid.

Other Things You Can Do in This Scenario

Once you have Kintone and Xero connected through Zapier, you can extend the workflow in several ways:

  • Notify your team when an invoice is paid
    Add a step to send a message to a Slack channel or Microsoft Teams when the status is updated to Paid, so sales or accounting can be informed.

  • Send a thank you or receipt email
    Use a step such as Email by Zapier or Gmail to send a custom thank-you or receipt to the client when their invoice is marked as paid.

  • Run both Zaps together
    Keep the first Zap created from the previous article and this Zap so that the full cycle from new record to paid invoice is automated end-to-end.

These ideas can be combined or adapted to match your approval, notification, and reporting needs.