Automate Salesforce 'Closed-Won' Leads to Xero Invoices (Zapier)

1. **Authenticate Salesforce**: Create a new Zap and choose **Salesforce** as the Trigger. Select **Updated Field in Record**. Connect your Salesforce account and select 'Opportunity' as the Object and 'Stage' as the Field. 2. **Set Logic Filter**: Add a **Filter by Zapier** step. Configure it to only continue if the `Stage` field 'Exactly matches' `Closed-Won`. This prevents the Zap from consuming tasks on early-stage deals. 3. **Format Line Items**: If your Opportunity has multiple products, add **Formatter by Zapier > Utilities > Line Itemizer**. Map the Salesforce Opportunity Line Item Names, Quantities, and Prices. This ensures Xero receives an array rather than a single string. 4. **Sync Customer to Xero**: Add a **Xero** action step: **Find or Create Contact**. Search by the Salesforce 'Account Name'. Check the box 'Create Xero Contact if it doesn't exist yet' and map the Billing Address and Email from Salesforce. 5. **Generate Invoice**: Add a **Xero** action step: **Create Sales Invoice**. - Select the Contact ID from the previous step. - Set 'Status' to 'Draft' (safest for finance review). - Map the Line Itemizer output to the 'Line Items' section. - Map the Salesforce 'Opportunity ID' to the Xero 'Reference' field to prevent duplicates. 6. **Duplicate Prevention**: Before the Invoice step, you can optionally add a **Xero: Find Invoice** step using the Salesforce Opportunity ID. Use a Filter to only proceed if an invoice is *not* found. 7. **Close the Loop**: Add a final **Salesforce: Update Opportunity** action. Pass the 'Invoice ID' or 'Xero URL' back to a custom field in Salesforce so the Sales Rep can see the invoice was created. 8. **Turn on Error Handling**: Click the down arrow on the Xero step and select **'Add extra step' > 'Always hide/skip'** or use **Zapier Manager** to catch errors and send a Slack/Email alert if the invoice fails due to tax mapping issues.

| Salesforce Field | Xero Field | Transformation / Logic | Required | | :--- | :--- | :--- | :--- | | Account Name | Contact Name | Map directly from Step 4 | Yes | | Opportunity ID | Reference | Used for cross-referencing | Yes | | Line Item: Total Price | Unit Amount | Ensure Currency matches in both apps | Yes | | Line Item: Quantity | Quantity | Default to '1' if null | Yes | | Account Billing Address | Postal Address | Use Formatter if Street/City are separate | No | | Close Date | Date | Zapier converts SF ISO date to Xero format | Yes | | Opportunity Name | Description | Used for Invoice Line Item text | No |

* **Line Item Limits**: Standard Zapier Salesforce triggers may only pull the first line item. Use the 'Find Opportunity Line Items' Salesforce action if you need to fetch multiple products. * **Tax Rates**: Xero requires specific Tax Types (e.g., 'OUTPUT'). If Salesforce doesn't store these, use a **Formatter Look-up Table** to convert Salesforce 'State' or 'Tax Category' into Xero's internal Tax Codes. * **Task Usage**: Using 'Updated Field in Record' is more task-efficient than 'New Outbound Message' if you only want to track the Stage change. * **Currency Mismatch**: Ensure the Currency Code in Salesforce (e.g., USD) matches a configured currency in Xero, or the API will return a 400 error.

- [ ] **Test Trigger**: Use a 'dummy' Opportunity in Salesforce and set it to 'Closed-Won'. - [ ] **Check Formatter**: Confirm the Line Itemizer is correctly grouping multiple products into an array in the Zapier Task History. - [ ] **Verify Contact**: Check Xero to ensure a new Contact wasn't created if one with the same name already existed (Duplication Check). - [ ] **Review Draft**: Open the created Invoice in Xero and verify the 'Reference' field contains the Salesforce ID. - [ ] **Monitor Task History**: Ensure no 'Stopped' status exists in Zapier due to mapping errors.