1.Monitor new payment events
Integrate Xero and accounting tools to trigger on each incoming payment event and capture the payment amount and referenced invoice number.
Update invoice payment totals in your central job database
Automatically monitor new payment events across Xero and Airtable. Create and update paid totals when new payment event, invoice number referenced, or partial payment recordedβso you can apply payments, aggregate totals, and keep AR current without manual reconciliation.
How this automation keeps your paid totals current
When new payment events hit your Xero account, manual payment posting can lag and AR gets stale. This automation routes matched invoices, calculates aggregated paid totals, and updates your Airtable invoice recordsβso your team can reconcile faster.
Xeroor swap with your favorite app
2.Branch invoice match paths
Integrate Paths by Zapier and routing logic to branch for multiple possible invoice match fields and continue only for qualifying matched paths.
Paths by Zapieror swap with your favorite app
3.Find invoice record by number
Integrate Airtable and database search tools to find the invoice record by invoice number and map it to the search value.
Airtableor swap with your favorite app
4.Sum incoming payment with paid total
Integrate Formatter by Zapier and numeric transformation tools to add the incoming payment amount to the existing paid total.
Formatter by Zapieror swap with your favorite app
5.Update paid total field
Integrate Airtable and record update tools to update the matched record paid amount field with the computed total.
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Explore all collections management automations
Accelerate cash collection with automated invoice follow-ups, payment tracking, and account updates
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