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 is a handy tool that allows two or more applications to connect using its pre-built integrations to pass data between them. Connecting these two platforms together allows business processes to be automated which saves hours of work and increase productivity…not to mention reducing the amount of boring work your team members are subjected to.
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 besides Gmail, such as Microsoft Outlook and other email service providers. 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 connect different applications to streamline your business and save time spent on daily work.
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 Zap template
More about automation using Xero
If this story has inspired you to see how you can save time and money by connecting Xero with your other apps then we have some other automations you can try:
- How to automate adding invoices to Xero from Pipedrive
- Send a Slack message with a daily digest of paid Xero invoices
- How Xero automation saves time and reduces errors
Our other resources
We also have plenty of free resources:
- Our free e-book is the perfect introduction to business automation.
- Our Zapier functions cheat sheet delves into the powerful inbuilt helper apps which can supercharge your automations.
- A free checklist to help you justify an automation budget.
And finally, our founder / chief problem solver / chief automator Kelly Goss’ new book, Automate It with Zapier, is out now and is the most comprehensive Zapier guide on the market. It will get you up and running and to the stage where you can build and debug advanced automations. Buy your own copy today directly from publisher Packt using this link. Or here are links to Amazon (.co.uk) and Amazon (.com) if you prefer.
Solvaa: Strategy, Solutions, Support, Education
UK-based Solvaa® is a systems, process and automation consultancy specialising in improving business workflows. Solvaa® works with SMEs worldwide to implement digital tools, better processes, use business process automation and generative AI to boost productivity, enhance lead management, and remove unnecessary time, costs and hassles from stretched business owners’ days.
We help you simplify and streamline existing processes, integrate your business tools to make data transfer more efficient, and automate manual tasks. Our business process automation specialists have extensive experience using multiple cloud-based business tools, including Zapier, Pipedrive CRM, SmartSuite, Xero, Google Suite, ClickUp, Asana, Airtable, Hubspot, Active Campaign, Salesforce, Mailchimp, Quickbooks and many more. We are Zapier Certified Experts, SmartSuite Certified Partners, Pipedrive Certified Partners and Xero Certified Advisors. We also educate teams about using AI in their daily roles, mindset, governance and strategy in our Solvaa AI Academy.
Solvaa® was founded in 2016 by Kelly Goss, a no-code solutions architect, business process automation specialist and author of Automate It with Zapier (first edition) and Automate It with Zapier and Generative AI (second edition).
A thought leader on business process automation and digital adoption, Kelly attended an invite-only Roundtable on Artificial Intelligence (AI) with the UK government at No.10 Downing Street, providing insights and recommendations on how SMEs can benefit from productivity gains by using digital technologies, automation and AI. She has also been invited to speak at the House of Lords and at many other events.
Contact us today to find out how Solvaa can help your business make big savings on operational costs and time, and significantly increase productivity.
