Send automated payment reminders for Xero invoices via Outlook email

Who's this for

Small business owners, finance teams, accountants, and bookkeepers who use Xero for invoicing and want to improve cash flow by automating payment reminders. If you're spending time manually following up on unpaid invoices or struggling with late payments, this workflow eliminates the manual effort and ensures consistent, timely communication with customers while maintaining a complete audit trail.

What it does

This workflow automatically monitors all invoices in your Xero account and sends friendly payment reminders to customers when invoices are approaching their due date. It runs daily at noon, checks every invoice, calculates how many days until payment is due, sends personalized email reminders for invoices due within 7 days, and logs each reminder activity back into Xero's invoice history. The automation ensures no invoice slips through the cracks, reduces the administrative burden of accounts receivable management, and maintains professional customer relationships through polite, timely reminders—all while keeping your Xero records up to date with reminder tracking.

How it works

The workflow executes automatically every day at 12 PM and follows this process:

- Triggers the daily check using the Schedule Trigger node - Fetches all invoices from your Xero account using the Xero API integration - Filters out invoices that are already marked as "PAID" to avoid sending unnecessary reminders - Calculates the number of days remaining until each unpaid invoice is due using a JavaScript code node - Identifies invoices that are due within the next 7 days (customizable threshold) - Sends personalized email reminders to customers via Microsoft Outlook, including invoice number, due date, and amount - Logs the reminder activity back into Xero's invoice history with the date sent and days until due - Creates a complete audit trail in Xero showing when reminders were sent for each invoice

The workflow only sends reminders for invoices meeting the criteria, so customers aren't bombarded with unnecessary emails. The Xero history logging ensures your team can see at a glance which customers have been reminded and when, preventing duplicate reminders and providing accountability.