Send automatic payment reminder emails for unpaid Xero invoices

Checks Xero every day and emails customers a friendly reminder when their invoice is due within a week.

How the work actually flows

It branches. Exactly one path is taken; runs once per each invoice in xero.

Pattern: Exclusive Choice (4) · Multiple Instances with a priori Design-Time Knowledge (13)

flowchart TD trig(["daily at noon"]):::trigtime s0[["Check all Xero invoices"]]:::mi s1["Determine invoice status"]:::task trig --> s0 s0 --> s1 gx{"× is invoice due soon"}:::gate s1 --> gx p00["Skip invoice"]:::task gx -->|"already paid"| p00 p10["Send reminder email"]:::task gx -->|"due within 7 days"| p10 p11["Log reminder in Xero"]:::task p10 --> p11 p20["Skip invoice"]:::task gx -->|"not due yet"| p20 p00 --> out p11 --> out p20 --> out out[/"reminder email sent and logged"/]:::out pay{{"invoices get paid faster"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemOne path onlyResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
Email AutomationImage & Media ProcessingScheduling & CalendarFinance & Accounting
Connects
XeroMicrosoft Outlook
Featured in

The problem it solves

Chasing down unpaid invoices eats into your day, and it's easy to lose track of who you've already reminded. Late payments hurt your cash flow, but calling or emailing every customer individually just isn't sustainable.

Who it fits

Small business owners, bookkeepers, and finance teams who invoice through Xero and want to get paid on time.

How it works

  1. Every day at noon, the system checks all invoices in Xero
  2. It skips any invoice already marked as paid
  3. For invoices due within 7 days, it sends a personalized reminder email through Outlook
  4. It logs the reminder back into Xero so you know who's been contacted
What you get

Invoices that get paid before you have to ask

Xero gets checked every day, and customers whose invoice is due within a week receive a friendly reminder automatically, so you never have to chase payment yourself.

What you get

A sent reminder email plus an updated payment history note in Xero.

What you need

A Xero account and a Microsoft Outlook account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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