Xero has invoice reminders built in. What does this add?

Xero's reminders go out through Xero's mail servers on Xero's schedule. This one sends from your own mailbox, with a letter you write for each stage, so replies land in your thread and the customer sees a person. If Xero's reminders already do the job, keep them.

Can I change the days or add a fourth chase?

The days sit in one list in the filter step. Change them to whatever your terms need, or add a day 45 with its own template. A chase on day 0, the due date itself, works the same way.

What if a customer pays on day 13?

Nothing goes out. The morning check only returns invoices Xero still shows as owed, so a payment recorded or bank-matched before the run takes the invoice off the list.

What if n8n was down on the morning of day 7?

That chase is skipped, because the filter matches exact day counts and stores nothing. The day-14 and day-30 chases still go out on schedule. The guide shows how to widen the match to a window and check the invoice history first, if you would rather catch up than skip.

Does it need a paid n8n plan?

No. One workflow, one daily run and two connections fit inside n8n's Starter cloud plan or a self-hosted instance. Make's free tier covers a daily run of this size for a small ledger; the guide shows the operation count per invoice.

XeGMade to order

Invoicing, payments & bookkeeping

Xero overdue invoice → chase email from Gmail on days 7, 14 and 30

Overdue Xero invoices get chased from your own inbox on a fixed schedule.

Chasing late invoices is the job everyone means to do on Friday. Each morning the workflow asks Xero for sales invoices past due and, on days 7, 14 and 30, emails the contact from your Gmail with the amount, the invoice number and Xero's online invoice link. A note on the invoice history in Xero records what went out and when.

How it works

Xe
Trigger
Daily 8am poll of the Invoices API for ACCREC invoices with status AUTHORISED and a due date before today
Xero
if
Step 1
Work out who is due a chase today
Days overdue is today minus the due date. Invoices at exactly 7, 14 or 30 days pass; everything else waits, so nobody is emailed two days running and no state needs storing.
Xe
Step 2
Fetch the contact email and the online invoice link
The contact record supplies the billing email and first name. An HTTP call to the invoice's OnlineInvoice endpoint returns the link the customer opens the invoice from; n8n's Xero node does not expose it.
G
Step 3
Send the chase from your inbox
One of three templates goes out by day count, from your Gmail, with the amount due, invoice number, due date and link. Replies come back to you, or to the account manager you set as reply-to.
Xe
Step 4
Note the chase on the invoice history
A history record naming the template and the address it went to is written to the invoice through Xero's History endpoint, so anyone opening the invoice in Xero sees it.

What changes once it runs

Every overdue sales invoice is chased three times without anyone keeping a list.
Chase emails carry Xero's online invoice link, which shows a Pay Now button when a payment service is connected in Xero.
Xero shows each chase on the invoice, so the whole team knows what has been sent.
The emails read as yours: your address, your wording.

What you get

Workflow export for n8n with the daily schedule, the Xero query and the three-stage day filter
Three chase templates (day 7, 14 and 30) as editable text, from polite nudge to final notice
Guide to the Xero app registration, the scopes it needs and the Gmail connection
A screen recording of a morning run against Xero's demo company

Before you start

Xero on any business plan, with sales invoices raised in Xero
A Xero app registered at developer.xero.com (free) so n8n can connect over OAuth 2.0
Gmail or Google Workspace mailbox to send from
Email addresses on the Xero contacts you want chased

Built for

Questions before you buy

Xero has invoice reminders built in. What does this add?: Xero's reminders go out through Xero's mail servers on Xero's schedule. This one sends from your own mailbox, with a letter you write for each stage, so replies land in your thread and the customer sees a person. If Xero's reminders already do the job, keep them.
Can I change the days or add a fourth chase?: The days sit in one list in the filter step. Change them to whatever your terms need, or add a day 45 with its own template. A chase on day 0, the due date itself, works the same way.
What if a customer pays on day 13?: Nothing goes out. The morning check only returns invoices Xero still shows as owed, so a payment recorded or bank-matched before the run takes the invoice off the list.
What if n8n was down on the morning of day 7?: That chase is skipped, because the filter matches exact day counts and stores nothing. The day-14 and day-30 chases still go out on schedule. The guide shows how to widen the match to a window and check the invoice history first, if you would rather catch up than skip.
Does it need a paid n8n plan?: No. One workflow, one daily run and two connections fit inside n8n's Starter cloud plan or a self-hosted instance. Make's free tier covers a daily run of this size for a small ledger; the guide shows the operation count per invoice.

Nearby on the shelf

Whole catalog