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You can trigger HubSpot workflows when Xero invoices are marked as paid by monitoring payment status changes and updating HubSpot properties that activate your workflow automation rules.
This approach creates near real-time workflow triggering that connects Xero payment events to HubSpot automation, enabling sophisticated follow-up processes.
Connect payment events to workflow automation using Coefficient
HubSpot workflows can’t directly monitor Xero payment events, but they can respond to property changes. Coefficient bridges this gap by monitoring Xero payment status changes and updating HubSpot or HubSpot properties that trigger your workflows automatically.
How to make it work
Step 1. Configure frequent payment status monitoring.
Set up Xero imports every 1-2 hours to capture payment status changes quickly, focusing on recently modified invoices using filtering capabilities. This ensures payment events are detected with minimal delay.
Step 2. Create payment detection logic with snapshots.
Build formulas that identify newly paid invoices by comparing current payment status against previous import snapshots, flagging status changes from “Outstanding” to “Paid.” For example: =IF(AND(B2=”Paid”,C2=”Outstanding”),”Payment Detected”,”No Change”).
Step 3. Map invoices to HubSpot records for targeting.
Link paid invoices to relevant HubSpot objects (deals, companies, or custom invoice objects) using customer matching or invoice reference fields, ensuring workflow triggers target the correct records.
Step 4. Set up conditional exports for selective updates.
Configure conditional exports that UPDATE HubSpot properties only when payment status changes, using formulas like “Payment Status Changed” = TRUE to trigger selective updates and maintain system efficiency.
Step 5. Export trigger properties for workflow monitoring.
Push payment event data to HubSpot properties that workflows can monitor: “Last Payment Date” (timestamp), “Payment Status” (dropdown), “Payment Amount” (number), and “Invoice Paid Flag” (checkbox for workflow triggering).
Step 6. Configure HubSpot workflows and backup alerts.
Create workflows that trigger on property changes like “Invoice Paid Flag” equals “True” or “Last Payment Date” is updated, then execute desired actions. Set up alert notifications as backup for critical payment events.
Automate follow-up processes with payment-triggered workflows
This approach creates near real-time workflow triggering with 1-2 hour maximum delay, connecting Xero payment events to sophisticated HubSpot automation. Start triggering workflows from payment events today.
