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Question

Xero "New Sales Invoice" Instant Trigger Not Working Consistently

  • February 15, 2025
  • 4 replies
  • 28 views

I have set up a Zap with Xero's "New Sales Invoice" as the trigger and Gmail as the action to send an email whenever a new invoice is created in Xero. The Zap is supposed to trigger instantly when a new invoice is added.

However, the Zap only runs once after publishing, and then it stops working. Even when new invoices are created in Xero, Zapier does not trigger again.

I have checked the following:
Zap History – No logs of new invoices appearing after the first trigger.
No Filters Applied – There are no conditions blocking the Zap.
Xero Connection – The Xero account is correctly connected in Zapier.
Xero Webhook Logs – There are no webhook logs showing that Xero is sending data to Zapier.

Since this is an instant trigger, it should be receiving updates immediately, but that is not happening. Can you please check if there are any known issues with Xero webhooks or if there’s something on Zapier’s end that is preventing the trigger from working consistently?

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4 replies

  • New
  • 1 reply
  • February 16, 2025

Experiencing the same issue.

 

My New Sales invoice zap had been working for months, and a few days ago it stopped working.


SamB
Community Manager
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  • Community Manager
  • 7427 replies
  • February 17, 2025

Hi there ​@Isaac491 and ​@Aqualight! 👋

Sorry to hear of the troubles here. Are you both creating the invoices manually? If so, you’d need to set the Zap to trigger from invoices with a draft status and add the contact when you’re ready for the Zap to trigger on the invoice, otherwise the Zap won’t trigger on it. 

Alternatively, it might be better to switch to the Updated Sales Invoice trigger and set it to run the Zap once the invoice has a specific status. 

You can learn more about those two approaches here: Xero: New Sales Invoice trigger is not triggering as expected 

Hope that helps. If you run into any issues on that or have any follow-up questions just let me know! 


  • Author
  • Beginner
  • 2 replies
  • February 18, 2025

Hi, ​@SamB Thanks for responding but still no success 😔.

Here’s my scenario, please help..

 

I’ve used a plugin Xero for WooCommerce that automatically generate the invoice in XERO when order placed from WooCommerce.

From WooCommerce site two way that the invoice is generated, one for unpaid and second for paid, below images attach for both invoice history from Xero. 

Firstly I have tried trigger event as New Sales Invoice and select status as Payment awaiting as this status is also showing  for invoice in XERO,  then when I publish the Zap and create a order in woocomerece a invoice is created in XERO and then Zap triggers and I got the mail only once after that it never (next orders → invoice generates but no mail).

As you suggesting change trigger from New Sales Invoice to Updated Sales Invoice, I’ve tried, please see attached images, for that also got no result for test see in the attached image although I have two unpaid invoices whose status is approved whose image is also attached.
 

History for Unpaid Invoice in Xero
History for Paid Invoice in Xero
Here you can see two invoices for 18 Feb 2025
Zap Configuration (trying your suggestion)
Zap Configuration (trying your suggestion)
In this image I’m getting irrelevant one record for PAID but rather I should get two records for unpaid with Payment awaiting Status.

 

Better I want New Sales Invoice → Awaiting Payment which is more matching to my case I guess. See, my goal is to notify the user when ever a new invoice is create for payment via mail, please help me because mostly the invoice is created by the plugin and it must work.

Thanks for help!
 

This post has been edited by a moderator to remove personal information. Please remember that this is a public forum and to remove any potentially sensitive information prior to posting.


SamB
Community Manager
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  • Community Manager
  • 7427 replies
  • February 18, 2025

Thanks for getting back to me and for sharing those helpful screenshots, ​@Isaac491! 🤗

If there’s a plugin that’s creating the invoices then that could potentially be affecting the delivery of the webhooks that Xero sends the Zap. 🤔 

The Updated Sales Invoice trigger is an instant trigger, so you’d typically need to press the test button and while it’s searching then update the invoice so it’s then able to “see” the updated invoice. That said, I think it might be worth running a live test to confirm whether would trigger consistently for the updated invoices rather than just testing in the Zap editor to see if it loads all the updated invoices.

To do that can you:

  • Before turning on the Zap, make sure you edit the WC-3234 and WC-3235 invoices to change their status to something else.
  • Turn on the Zap.
  • Then update the invoice’s statuses to be “Awaiting Payment”.

Can you give that a try and let me know if the Zap then triggers on both the WC-3234 and WC-3235 invoices?