Automate Xero Invoice Reminders with Make.com

Connecting Xero with make.com lets you automate invoice reminders so you spend less time chasing payments and more time managing your business. This guide walks you through the exact steps to build a reliable workflow that sends timely follow-ups to your customers using Xero data and make.com modules.

Why automate Xero invoice reminders with Make.com?

Manual payment chasing is time-consuming and error-prone. Automating reminders with make.com and Xero helps you:

• Reduce overdue invoices with consistent follow-ups.
• Save time for your finance or operations team.
• Standardize reminder timing and message content.
• Track customer responses directly from your automations.

Using make.com as the automation hub gives you a visual scenario builder, detailed logs, and flexible filters so you can tailor reminders to your invoicing process.

Prerequisites before using Make.com with Xero

Before building your workflow, confirm you have:

• An active Xero organization with invoicing enabled.
• A make.com account with access to create scenarios.
• Appropriate user permissions in Xero to manage invoices and connect apps.
• Clear reminder rules, such as how many days before or after due date to send reminders.

Having these basics ready ensures a smooth connection between Xero and make.com and helps avoid authorization issues later.

Connect Xero to Make.com

The first step is to link your Xero organization to make.com so your invoices and contact data can be used in automation scenarios.

Step 1: Create a new make.com scenario

1. Sign in to your make.com account.
2. Go to the Scenarios section.
3. Click Create a new scenario.
4. You will see the empty canvas where you can start adding modules.

This scenario will become the foundation of your automated Xero invoice reminders.

Step 2: Add the Xero module in Make.com

1. On the scenario canvas in make.com, click the large + icon.
2. Search for Xero and select it from the list.
3. Choose a triggering or search module that fits your use case, such as Search Invoices or Watch Invoices (depending on what is available on the source page and your account).
4. When prompted to add a connection, click Add and authorize access to your Xero account.

Once connected, Xero data becomes accessible inside make.com and can be filtered and processed by additional modules.

Design your Xero invoice reminder logic in Make.com

To avoid sending reminders to every invoice, you need clear logic that targets only unpaid or overdue invoices. Make.com scenarios provide filters and routers to shape this behavior.

Step 3: Define which invoices should trigger reminders

Use filters and search criteria from the Xero module inside make.com to narrow down invoices. Typical filters include:

• Status: Only invoices with status AUTHORISED or SENT and not fully paid.
• Due date: Invoices due within a specific date range, or overdue by a certain number of days.
• Contact group: Only specific customers or customer groups.

Set these options within the Xero module configuration in make.com so your reminders are limited to the invoices you actually want to follow up on.

Step 4: Add filters and routers in Make.com

Make.com allows you to add filters between modules and use routers to branch logic based on conditions. For invoice reminders, you might:

• Create one branch for upcoming due date reminders (e.g., 3 days before due date).
• Create another branch for overdue reminders (e.g., 7 days overdue, 14 days overdue).
• Exclude invoices that are fully paid or written off.

Each branch can send different reminder messages or use different communication channels based on your needs.

Choose your reminder channel in Make.com

After selecting invoices, decide how you want to send reminders. Make.com supports many apps and channels so you can align reminders with your existing tools.

Step 5: Send reminders via email

Email is the most common option. In make.com you can add modules such as:

• SMTP to send email from your own mail server.
• Gmail or Microsoft 365 modules for cloud-based email accounts.

In the email module configuration within make.com:

• Map the recipient from the Xero contact email field.
• Compose a clear subject line, such as “Invoice reminder – {{Invoice Number}}”.
• Include key invoice details in the body: amount due, due date, invoice number, and payment link if available.
• Use variables from the Xero module output to personalize each message.

Make.com’s mapping panel allows you to drag fields from the Xero data structure into your email content, creating dynamic templates without coding.

Step 6: Use additional channels with Make.com

If your customers respond better to other channels, you can extend your reminders to:

• Chat tools like Slack or Microsoft Teams (for internal reminders to your team).
• SMS providers where supported by make.com integrations.
• CRM systems so a reminder is logged as an activity.

Each of these options is a separate module in your make.com scenario. You can run them in parallel or only when certain conditions are met, such as high-value invoices or longer overdue periods.

Schedule and activate your Make.com scenario

Once logic and messaging are ready, you need to schedule how often make.com checks Xero for invoices that match your conditions.

Step 7: Configure the scenario schedule

1. Open your scenario in make.com.
2. Click the clock icon or Schedule setting.
3. Select how often to run the scenario, such as every hour, once a day, or on custom intervals.
4. Ensure the time zone is correct for your business operations.

The schedule determines when make.com will query Xero and send out new reminders, so choose a frequency that balances responsiveness with customer experience.

Step 8: Turn on the scenario and test

1. In make.com, switch the scenario from OFF to ON.
2. Run a manual execution to test the setup.
3. Check the execution log to confirm invoices were selected correctly and reminders were sent without errors.
4. Adjust filters, message content, or scheduling as needed based on real data from Xero.

Testing ensures customers receive accurate and appropriate reminders before you rely on the workflow at scale.

Best practices for Xero reminders via Make.com

To keep your automated reminders effective and customer-friendly, follow these practices when working with Xero and make.com:

• Limit reminder frequency so customers are not overwhelmed.
• Use polite, clear language and include all payment options.
• Log reminder activity in your CRM or an internal channel using extra make.com modules.
• Monitor performance with scenario execution reports and Xero aging summaries.

Over time, refine your make.com scenario based on collection rates and customer feedback.

Additional resources for Make.com and automation

For more detail on the exact Xero modules and options, review the official how-to guide on the make.com website: Automate Xero invoice reminders. It illustrates module settings, mapping, and sample configurations.

If you need expert help designing complex workflows across finance, CRM, and communication tools, you can also explore consulting support at Consultevo, which specializes in automation strategy and implementation.

By combining Xero with make.com, you can build a flexible, automated reminder system that improves cash flow, reduces manual work, and gives your team clear visibility over outstanding invoices.

Need Help With Make.com?

If you want expert help building, automating, or scaling your Make scenarios, work with ConsultEvo — certified workflow and automation specialists.

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