Salesforce Flows vs Apex Triggers: When to Use What

If you've ever had to automate a process in Salesforce—whether it's sending an email when a deal closes or updating a related record—you've likely faced a crucial question: Do I use a Flow or an Apex Trigger? It’s a decision that can shape the future of your org, impacting everything from maintenance to performance.

For years, Apex Triggers were the go-to for complex automation. They offered complete control but required code. Then came Flows, a powerful, no-code/low-code tool that put automation in the hands of admins. Today, the choice isn’t about one being "better" than the other, but about knowing the right tool for the right job.

Let’s break down the key differences, explore some real-world examples, and give you a simple framework to help you make the right call every time.

The Clicks vs. Code Debate: A Simple Analogy

Think of your Salesforce org as a finely tuned machine. You can either build and automate its functions using pre-built tools and visual interfaces, or you can get under the hood and write custom code.

• Salesforce Flows (The Clicks): This is the declarative, "point-and-click" approach. You’re building with pre-made, high-quality LEGO blocks. You can see the logic visually, and it's much faster to assemble for common tasks.
• Apex Triggers (The Code): This is for when you need to custom-engineer a solution. You're building with raw materials, which gives you complete freedom to design anything you can imagine. It’s powerful but requires specialised skills.

When to Use a Salesforce Flow (The Admin's Best Friend)

The general rule of thumb today, and a key best practice from Salesforce itself, is to start with Flow. If you can solve your automation problem with a Flow, you should! It’s easier to build, easier to maintain, and much quicker to deploy.

You should choose a Flow for scenarios like:

• Simple Record Updates: Automatically updating a field on a record when another field changes (e.g., updating a "Status" field when a checkbox is ticked).
• Creating Related Records: When a new Account is created, a Flow can automatically create a new Contact or Opportunity record for that Account.
• Guided User Experiences: Using Screen Flows to create a multi-step wizard that guides a user through a process, like collecting data for a new lead or case.
• Sending Notifications: Automatically sending an email or a custom notification to a user or team when a record meets specific criteria.
• Calling External Systems (with caution): Flows can use HTTP Callouts to connect to external systems, but this is best for straightforward API calls.

The best part? Because Flows are a no-code solution, an admin can build and modify them without needing to get a developer involved, saving your company both time and money.

When to Use an Apex Trigger (The Developer's Domain)

While Flows are incredibly powerful, they still have limitations. There are certain complex scenarios where Apex Triggers are the only or best choice. When a requirement goes beyond what the point-and-click interface can handle, that's your sign to turn to code.

You should choose an Apex Trigger when you need:

• Complex, Multi-Object Logic: When a single action needs to trigger a chain of complex updates across multiple unrelated objects.
• Highly Specific Data Validation: A Trigger can enforce very intricate validation rules that cannot be built with standard validation rules or Flows.
• Working with Large Volumes of Data: For batch processing or operations that affect thousands of records at once, Apex is more performant and can handle governor limits more efficiently.
• External System Integration with Complex Logic: If an integration requires parsing complex data, making multiple API calls in a specific order, or handling a multi-step handshake with an external system, Apex is the clear winner. This is often the case with robust integrations.
• Custom Transactional Logic: Apex allows for custom transaction control. For example, if you need to perform a series of database operations that must all succeed or fail together, a Trigger gives you that level of granular control.

To understand the core foundation of this powerful language, you can read our guide on what is Salesforce Apex to learn more.

Making the Decision: A Simple Framework

So, how do you decide which one to use? Here's a quick and easy framework to guide you:

1. Start with Flow. Always ask yourself, "Can this be done with a Flow?" If the answer is yes, then build a Flow. This keeps your org easy to maintain.
2. Does it require code? If the logic is so complex that you can't build it with standard Flow elements, or if it involves a very specific integration that needs custom code, then it's time to consider Apex.
3. Consider Performance. If your automation needs to run on thousands of records at once and is prone to hitting governor limits, Apex is often the better, more scalable choice.
4. Think about Maintenance. Who will be maintaining this automation in the future? If you have a team of Salesforce admins, Flows are the way to go. If you have a dedicated development team, Apex might be a more natural fit for highly complex business logic.

When to Call in the Experts

Sometimes, the choice isn't just about Flow vs. Apex; it's about whether you have the right people to make that decision in the first place. This is where salesforce consulting companies come into play. A good consultant can help you:

• Analyse Your Requirements: They can look at your specific business needs and recommend the most efficient and scalable solution, helping you avoid costly mistakes.
• Develop a Long-Term Strategy: A Salesforce Consultant doesn't just build a single automation; they help you create a roadmap for your entire org, ensuring all your automations work together seamlessly.
• Build Complex Solutions: If your needs fall squarely in the "Apex" category, you’ll need to Hire Salesforce Developer who understands the best practices of Apex and can write robust, bug-free code. They can also create custom Apex actions that can then be called from a Flow, giving you the best of both worlds.

The Final Word

In the modern Salesforce ecosystem, the conversation has moved from "Flows or Apex?" to "Flows and Apex." The ideal org is one that uses a smart blend of both, with Flows handling the declarative, everyday automations and Apex reserved for the most complex, high-performance tasks.

By starting with the "clicks, not code" approach and knowing when to escalate to custom development, you can build a robust, scalable, and easy-to-maintain Salesforce environment that will serve your business for years to come.