+44 203 287 0899 info@solvaa.co.uk
A piece of corrugated card with the text Process Automation on it, alongside a black market pen and some wooden discs with letters printed on them. This is overlaid with text which says : Automate tasks using Zapier : 5 quick wins! Includes a small Solvaa logo in the corner.

Learning how to automate sending an email using Zapier when a Xero invoice is paid is a really simple but useful workflow that saves time and provides great customer service.

Xero is a cloud-based accounting system which includes a host of features to reduce bookkeeping time. Unfortunately, Xero doesn’t currently allow the user to automatically send emails from the system when invoices are paid – it’s a long-winded process to manually send a receipt of payment. We can, however, use a workflow automation tool like Zapier to solve this problem.  Zapier allows two or more applications to be connected using its pre-built integrations to pass data between them.  Linking these two platforms together allows business processes to be automated which save hours of work and increase productivity.


Our step-by-step video demonstrates how to connect Xero with Gmail

Our latest video demonstrates the steps needed to create a zap (a workflow automation in Zapier) which automatically sends an email using Gmail when an invoice is marked as paid or reconciled in Xero.  This means that you can show customers you’re grateful for their business by thanking them for paying, and once it is configured it will require no effort as Zapier will automate the process completely.

The beauty of this workflow is that the flexibility of Zapier means that you can apply it to other email clients too, such as Microsoft Outlook.  You can also harness Zapier’s own email system or use an SMTP integration to achieve the same result.

All of this is accomplished purely by configuration as Zapier is a no-code platform that doesn’t rely on a developer to build the systems you need.  It allows you to easily hook together different applications to streamline your business and save time.


How to trigger a workflow to send an email when a Xero invoice is paid

Our video takes you through the process one step at a time:

  • For the trigger step it shows how to choose the right event in Xero to kickstart the process.
  • It explains how to attach a PDF receipt to the email.
  • It demonstrates how to customise the email to send to the customer.
  • There’s also a bonus tip explaining how to convert HTML into text for the email body using WordHTML.

Watch the video and subscribe to our YouTube channel

Using other email integrations with Zapier

The Zapier website has a host of information about how to use it to optimise your business.  You can read more about how to automate sending an email using Zapier for Gmail here and also find out about other email clients which integrate with Zapier below:

Save time and grab our pre-built template

Read more about how our certified experts use Zapier workflow automations to simplify processes and increase efficiency.

Solvaa is a process and automation consultancy specialising in improving sales, operations and financial administration workflows. We help you to simplify and streamline existing processes, integrate your business tools to make data transfer more efficient and automate manual tasks to increase productivity. We are Zapier Certified Experts, Pipedrive Certified Experts and Xero Certified Advisors. 

Contact us today to discuss how Solvaa can help you simplify, improve and automate all aspects of your business with Zapier to save you time, reduce costs and keep you agile as you grow.

Related Posts

How-IQ-Glass-saves-45-hours-per-week-with-Zapier-automations : Blue graphic with text “Client Success Story: How IQ Glass saves 45 hours per week with Zapier Automations” over a background of a glass wall with blue/grey frames.

Client Success Story: How IQ Glass saves 45 hours per week with Zapier automations

Wire love to share our success in helping clients improve their business because it demonstrates how spending a little time on process improvement and automation can deliver massive results. IQ Glass is a great example of this, a business that had put all the right...
Yellow and orange post-it notes on a white wall, containing details of business tasks to be undertaken, representing a productivity concept. Overlaid text with ‘4 Productivity Tools That Will Change The Way You Do Business’ in black on a light blue background.

4 Productivity Tools That Will Change The Way You Do Business

As a business owner, life can get overwhelming. Between working on client assignments, running your own company, and maintaining some kind of family or social life, it’s almost impossible to do it all without a solid foundation and proper organisation. Productivity...
Wooden desk with a laptop, phone and stationery with blue square featuring the text “How to send a daily digest of all paid Xero invoices using Slack”

How to send a Slack message with a daily digest of paid Xero invoices

Using Zapier to send a Slack message with a daily digest of paid Xero invoices can provide useful data which is sent to your team automatically.  Knowing when invoices have been paid is business-critical information, but it can be time-consuming to check your...

Pin It on Pinterest