Guides
Send payments to your accounting package
Each time you record a payment of an invoice, the workflow adds it to the same invoice in Xero. If something can't be posted, you get a task with the reason instead of a silent gap.
Before you start
This is the template "Send the payments recorded in Filmo to Xero". Holded and QuickBooks have the equivalent. It needs Xero connected and configured: default sales account, tax map and a bank account for payments. There are no blanks to fill in the workflow itself. The texts a template writes (messages, task titles, email bodies) are in Spanish as the catalog has them: edit them to your language before you go live.
The template's reference page, with its trigger, steps and requirements: Send the payments recorded in Filmo to Xero.
The steps
Link to this section: The steps| Part | Setting |
|---|---|
| Trigger | Event: payment recorded, with the filter "Direction is equal to Incoming". Supplier payments (outgoing) have their own template. |
| 1. Send the payment to Xero | Action with the id of the payment. It adds the receipt to its Xero invoice, and if the invoice is not in Xero yet, it sends the invoice first. Gives back a flag "needs review" and a reason. |
| «Condition» | The flag needs review is equal to true. |
| 2. Create task (Then) | Title "Payment pending to send to Xero". Description: the reason. |
Build it
Link to this section: Build itSet Xero up first
Connect Xero, then complete its configuration. The integration page lists what is missing under «Setup needed».
Start from the template
«New workflow», «Start from a template», "Send the payments recorded in Filmo to Xero".
Publish and activate
«Publish and activate». The readiness check runs now, and refuses with a sentence such as "Xero needs setup: default sales account" if something is missing.
Order of installation
Link to this section: Order of installationThe accounting templates are best installed in the order the integration page recommends: invoices first (a payment has to find its invoice on the other side, although this step sends the invoice if it is missing), then payments, supplier invoices and payments, credit notes, and last the optional ones that void or delete. See Templates.
Things to know
Link to this section: Things to know- Run it with Xero disconnected and nothing blocks you from going live: the check only covers connected providers. The runs then fail at the Xero step.
- The payment event filter is evaluated when the payment is recorded. Nothing is sent for a payment recorded before the workflow was live.
- Actions that void or delete in Xero are irreversible there. Where there is nothing to void in Xero, the template leaves a task with the reason; if Xero rejects the call itself, the run fails. To keep the run going past a rejection (to leave a task, say), put the step inside a Try and test its outcome: see the Try step.
- The workflow acts with the permissions of the person who created it. The payment action needs edit access to treasury, and the task step its own permission.
A weekly reconciliation template compares open invoices between Filmo and the package and creates a task if they differ. It reads a limited number of documents each run.
Related pages
Link to this section: Related pagesBuild
Integrations
Workflows reach six integrations: email, calendar, Slack and three accounting packages. They do not all work the same way, and the difference decides who can see the workflow and what fails at run time.
Build
Templates
A template is a ready-made workflow. Choosing one gives you a draft with the trigger and steps already in place and the blanks that are yours to fill in. Nothing runs until you publish it.
Build
Conditions and operators
A condition compares one variable with one value. The Condition step sends the run down one of two paths; the Switch step picks the first of several.
Was this page helpful?