Navigate to the Workflows screen and click on the Create a Workflow button.
Set up your Criteria
A pop-up screen will open and you will be taken to a screen to define the criteria you wish to use to define which invoices/credit notes you would like scheduled.
At the moment we support only one additional condition.
You can remove additional conditions by clicking on the red circle.
Note that any criteria that is defined is based on two mandatory conditions which are:
1.Invoices/Credit notes are notmarked as Sent in Xero 2. An invoice stage is selected
We recommend using the "Preview Invoices" button to get an idea of the invoices that will be picked up.
Set up the workflow Frequency
Once you have setup your criteria and clicked Next, you will be taken to a screen to setup how often you would like your criteria looked up and invoices/credit notes scheduled.
Choose the relevant frequency and the date and time you would like this workflow to run.
Note: This is the date and time your invoices will be sent out.
When choosing your frequency and time, you will see a caption that will show you when your first scheduled run will occur.
Note when choosing the earliest time/day possible against your current time, there is a 3 hour gap required for daily workflows, and a 1 day gap required for weekly or monthly workflows.
Set up a Pre-Schedule action (Optional)
Once you have setup your frequency for your workflow and clicked Next, you will be taken to a screen to setup a pre-schedule action if needed.
A pre-schedule action is triggered just prior to sending out your invoices.
Using the screen grab across as an example, if our criteria was picking up all invoices dated 28th of June 2021, then the workflow when it is to run, will change all invoices to the 1st of July 2021 in Xero, and then send those invoices out.
Review and Confirm Workflow
You've nearly there! All you need to do now is review the criteria you have setup and pre-schedule action you have selected if any.
Once you are satisfied with the conditions you have setup, give your workflow a name, and click the Confirm button.
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