Automation for Xero

Xero, with won work invoiced and invoices paid.

Xero already sends invoice reminders. The automation we build covers the steps either side: getting finished work into Xero as a draft invoice without retyping it, and dealing with invoices still unpaid once Xero's reminders have run out.

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Start from what’s there

What Xero covers, and what it leaves.

  • What Xero already does

    Cloud bookkeeping: invoicing, bank feeds, VAT returns under Making Tax Digital, and up to five automatic invoice reminders. Its app store lists software for most jobs a small business runs.

  • Where cash still slips

    Invoices go out late when finished work has to be retyped from a job sheet, booking system or spreadsheet. Xero's reminders stop after the last one, and an invoice still unpaid then usually needs someone to pick up the phone. And a customer who paid promptly hears nothing back, not even a request to recommend you.

What we automate

How it works, step by step.

  • 01

    Finished work to draft invoice

    Starts when: a job, booking or project is marked complete in the system you already use.

    1. The completed work, the customer and the agreed price are read from that system.
    2. A draft invoice is created in Xero against the right contact, with the line items filled in.
    3. Someone in your business reviews and approves it in Xero before it's sent.
    4. Anything that doesn't match an existing Xero contact is flagged instead of creating a duplicate.
  • 02

    Unpaid after the reminders

    Starts when: an invoice is overdue and Xero's last reminder has gone out.

    1. Overdue invoices are picked up from Xero.
    2. Past your cut-off, each one goes on a weekly call list, largest and oldest first.
    3. Customers with several overdue invoices are grouped, so they get one call rather than three.
    4. A payment recorded in Xero takes the invoice off the list.
  • 03

    Paid, then thanked

    Starts when: a payment is recorded against an invoice.

    1. The payment is picked up from Xero.
    2. The customer gets a short thank-you, with a link to leave a Google review if you want to ask for one.
    3. Customers who've complained or opted out are skipped.
    4. Each message sent is logged.

What it connects to

Xero, wired into the rest.

  • Your job, booking or project system

    Wherever completed work is recorded, so invoices start from the work, not from memory.

  • A weekly credit control list

    Invoices past Xero's reminders, grouped by customer and ready for a call.

  • Google Business Profile

    Thank-you messages can point customers who've paid at your Google listing.

  • A cash report

    Invoices raised from completed work, how long they took to be paid, and what's still owed.

The connection

Through Xero's API and webhooks.

Xero publishes an API, with webhooks for contacts and invoices, and a Zapier app with triggers such as Overdue Sales Invoice and New Payment. You connect your organisation from inside Xero and can disconnect it there at any time.

Xero's developer terms don't allow data from its API to be used to train AI models, and we don't. Invoices are only ever created as drafts for a person in your business to approve.

Who it suits

A good fit if…

  • You run a small business on Xero and your work is tracked in a separate system before it's invoiced.

  • Overdue invoices take up someone's time every week.

  • You'd like customers who pay to hear from you, and to be asked for a review at the right moment.

If you invoice a handful of regular clients each month and they pay on time, Xero's own reminders are enough.

FAQ

Xero automation, answered straight.

Xero automation

  • Xero already sends invoice reminders. Why add more?

    We don't add more reminders, and Xero's stay as they are. This covers the invoices still unpaid after they've finished, and the invoices that start late because work has to be retyped.

  • Will it send invoices without us checking?

    No. Invoices are created as drafts, and a person in your business approves each one in Xero before it goes.

  • Does our accountant need to be involved?

    Not to set it up, though it's worth telling them. The automation creates draft invoices and reads payment status. It doesn't touch bank reconciliation, VAT returns or journals.

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Reviewed September 2026.