Automate Xero Invoices with Make.com

Using make.com, you can automatically send a single Xero invoice PDF to multiple email addresses in one seamless, no-code workflow. This guide walks you step by step through building the exact automation scenario so you can save time, eliminate manual forwarding, and keep your invoicing process consistent.

What You Will Build in Make.com

The goal is to create a scenario in make.com that:

• Watches for a new paid invoice in Xero.
• Gets that invoice as a PDF from Xero.
• Sends the PDF to several email recipients at once.
• Handles repeated sending through an iterator, without duplicating modules.

You will use a simple mix of Xero modules, basic flow control, and an email or communication app module inside make.com to complete the automation.

Prerequisites for the Make.com Scenario

Before building the automation, make sure you have:

• An active make.com account with access to the scenario editor.
• An active Xero organization with sample invoices.
• At least one email service or communication app connected to make.com (for example Gmail, Outlook, or a generic SMTP module).
• Access rights in Xero to read invoices and invoice PDFs.

When all of these are ready, you can safely connect your accounts in make.com and start working on the modules.

Step 1: Create a New Scenario in Make.com

Begin by creating a new scenario in the make.com dashboard.

1. Log in to your make.com account.
2. Click on Create a new scenario.
3. In the app list, search for Xero and add it as the first module.

This first module will be responsible for detecting when an invoice is ready to be processed and sent to multiple recipients.

Step 2: Configure the Xero Trigger Module

Next, tell make.com when to start the automation based on events in Xero.

1. Select the Xero trigger module, such as Watch Invoices or a similar event-based module available in your Xero connection.
2. Connect your Xero account and choose the correct organization.
3. Set filters or conditions, for example:
   • Invoice status is Paid or Authorized.
   • Invoices updated after a specific date.
4. Run a test to confirm that make.com is successfully pulling invoice data from Xero.

Once configured, this module will output invoice details, including the invoice ID that you will use later to fetch the PDF.

Step 3: Add the Xero “Get Invoice PDF” Module in Make.com

To send the invoice to multiple email addresses, you first need the invoice as a PDF file. In make.com, you can add another Xero module to download it.

1. Click the plus icon to add another module after the Xero trigger.
2. Select the Xero app again and choose the Get Invoice PDF (or equivalent) module.
3. Map the Invoice ID from the trigger module to this module’s Invoice ID field.
4. Run the scenario once with a sample invoice to make sure the module returns a PDF document object.

This module will provide a PDF output that you will attach in the email module later in the make.com scenario.

Step 4: Prepare Multiple Email Addresses in Make.com

You now need to define which recipients should receive the invoice. There are two main options in make.com:

• Hard-code the email list: Use a Text or Array variable with a predefined list of addresses.
• Use invoice-related data: Pull customer or internal addresses from fields in Xero or another app.

For a simple setup, you can store email addresses in a single text field, separated by a symbol such as a comma, semicolon, or pipe character. You can then split this string into an array, which make.com can iterate over.

Using a Text Aggregator or Split Function in Make.com

Inside your scenario, add a module or function to transform the list of email addresses into separate items. For example, you can use a built-in splitter:

1. Add a new module such as Tools > Text aggregator / Text parser (or a similar utility in make.com).
2. Paste or map the list of recipients into the input field, for example: accounts@example.com;manager@example.com;archive@example.com.
3. Choose the appropriate delimiter (such as a semicolon).
4. Output the result as an array of email strings.

This array will feed into the iterator in the next step of your make.com scenario.

Step 5: Add an Iterator to Loop Through Recipients in Make.com

To send the same invoice PDF to many addresses, use an iterator in make.com so that each recipient is processed individually.

1. Click the plus icon and select Tools from the app list.
2. Choose the Iterator module.
3. In the Array field, map the array of email addresses created in the previous step.
4. Run a test to confirm that each array element becomes one bundle with a single email address.

The iterator allows make.com to repeat the email-sending step once for every address without writing extra logic or multiple modules.

Step 6: Configure the Email Sending Module in Make.com

Now you will add the module that actually sends the invoice PDF to each recipient.

1. After the iterator, add your chosen email or communication module (for example, Gmail, Microsoft 365 Email, or an SMTP module).
2. Connect your email or communication account to make.com if needed.
3. In the To field, map the email address coming from the iterator.
4. Set the Subject field, for example: Invoice {{InvoiceNumber}} from Your Company, using mapped values from Xero.
5. Write the Body of the email with any necessary message to the recipient.
6. In the Attachments section, map the PDF data from the Get Invoice PDF module.

When the scenario runs, make.com will send one email per recipient, each with the same Xero invoice PDF attached.

Step 7: Test and Activate the Make.com Scenario

Before going live, thoroughly test your make.com automation.

1. Switch the scenario to Run once in make.com.
2. Create or update a test invoice in Xero that matches your trigger conditions.
3. Watch each module output in the scenario execution to verify:
   • The invoice is detected correctly.
   • The PDF is downloaded from Xero.
   • The iterator processes all email addresses.
   • Each email is sent with the correct attachment.
4. Check inboxes for all test addresses to confirm successful delivery.
5. When you are satisfied, switch the scenario from Draft to On in make.com.

Your automation will now send Xero invoices to multiple email recipients every time the trigger conditions are met.

Best Practices for Xero and Make.com Integrations

To keep your automation efficient and reliable, follow a few best practices when working with Xero and make.com:

• Use filters wisely: Limit the Xero trigger to the invoices that truly need multi-recipient sending.
• Add error handling: Consider using routers and error handlers in make.com to catch failed email sends and log them.
• Protect sensitive data: Only send invoices to approved addresses and secure your make.com connections with strong authentication.
• Monitor scenario usage: Keep an eye on your operation and data limits within make.com.

These habits will help you maintain a clean, scalable automation as your billing volume grows.

Where to Learn More About Make.com and Xero

You can explore the original tutorial and related resources directly on the official guide here: Send invoice to multiple emails in Xero. For broader automation strategy, optimization, and consulting around make.com and other tools, you can also review services at Consultevo.

By following this guide, you can turn a repetitive manual task into a fully automated flow. With Xero handling the accounting and make.com managing the automation, you gain a flexible, reliable system that sends each invoice PDF to every required recipient with no extra effort.

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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