This guide explains how to create a new flow for Xero Invoices using Dashpivot and Flowsite. This workflow allows you to automatically populate Xero invoices with data from Dashpivot, reducing manual data entry and ensuring consistency across systems. It is ideal for users managing invoicing processes between Dashpivot and Xero.
Prerequisites
Before you begin make sure you have the following:
Plan: All Plan Types
Permission: Dashpivot Contributor
Skills Required: Workflow Automation
Device Type: Computer/Browser
Subscription: Dashpivot, Flowsite, Xero
Step-by-Step Instructions
Configure the Dashpivot to Xero Invoice Flow
Open Flowsite and navigate to the Connections tab.
Confirm active connections are configured for:
Dashpivot
Xero
Select the Flows tab.
Click Create Flow under the Xero section.
Enter a flow name.
Link it to a Dashpivot template (e.g Docket).
Copy the Dashpivot template ID from the template URL.
Paste the template ID into Flowsite to link the flow to the correct Dashpivot template.
Configure the workflow trigger so the integration runs when forms are moved to the final workflow column, such as:
Done
Approved
Select the Xero account where invoices will be created.
Map Dashpivot Fields to Xero Invoice Fields
Map the customer field from Dashpivot to the Xero contact field.
Configure line item mappings for the required tables, such as:
Plant
Labour
Materials
Map the relevant line item fields, including:
Description
Quantity
Rate or amount
Select the Xero account code for invoice line items, such as:
Sales
Add additional line item sources if multiple Dashpivot tables need to populate the same Xero invoice.
Click Save to activate the flow.
Submit a Dashpivot Form
Open the connected Dashpivot form.
Complete the required customer and line item details.
Submit and approve the form so it moves into the configured workflow column.
Monitor the Integration in Flowsite
Open the Runs section in Flowsite.
Verify the workflow run has completed successfully.
Open the run details to review the linked Dashpivot form if required.
Verify the Invoice in Xero
Open Xero and navigate to the Invoices section.
Confirm a draft invoice has been created from the submitted Dashpivot form.
Verify the invoice line items match the mapped Dashpivot table data.
Tips
Use consistent table structures across Dashpivot templates to simplify field mapping.
Test invoice mappings using sample forms before deploying the workflow to production teams.
Review Flowsite run logs regularly to identify mapping or sync issues early.
