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Connect Gmail to Xero

Xero holds your invoices and bills, and Gmail is where customers and suppliers write to you. Connecting them sends firm-but-polite payment reminders from your own address, and turns supplier invoice emails into draft bills.
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Ideas

What you can do with Gmail and Xero

Payment reminders, draft bills from emailed invoices and invoices emailed straight from Xero data. These are ready-made starting points. Anything else you can describe works too.
On a schedule

Send Xero payment reminders that get firmer over time

Customers with overdue Xero invoices get a reminder from your Gmail at 7, 14 and 30 days late, each a little firmer, and you get a daily summary.

See how it works
Every 15 minutesAI

Turn emailed supplier invoices into Xero draft bills

Supplier invoices that arrive in Gmail become draft bills in Xero with the PDF attached, ready for you to approve.

See how it works
The moment it happensAI

Create a Xero invoice for each order and email it to the customer

When an order comes in, a Xero invoice is created and emailed to the customer from your Gmail with the PDF and a short personal note.

See how it works Your own logic

Any other automation you can describe in words

Your own rules, schedule and AI steps with Gmail and Xero, plus any other app. Describe it and your assistant builds it.

See how to build your own

Build your own

Build any Gmail and Xero automation you can describe

The ideas above are ready-made starting points, not a fixed list. Describe what should happen between Gmail and Xero in your own words, with your conditions, other apps or an AI step, and your assistant writes it, tests it and runs it on ClickRuntime.

  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

For example, ask your assistant

Send the first reminder 3 days after the due date, a firmer one at 14 days, and email me instead of the customer at 30 days.

Only create draft bills when the supplier already exists in Xero and the PDF total matches the line items.

Use cases

Why people connect Gmail and Xero

How the two apps work together

  • A check every few minutes reads Gmail for invoices, approvals or replies.
  • The script reads attachments with AI and creates draft bills or invoices in Xero.
  • On a schedule, it reads Xero invoices and sends reminders or summaries from Gmail.

  • Small businesses chasing payment

    Overdue Xero invoices get reminder emails from your Gmail address on a schedule you set. Customers see a personal email.

  • Bookkeepers entering supplier bills

    Supplier invoice PDFs arriving in Gmail become draft bills in Xero. Data entry drops.

  • Founders watching cash

    A weekly email shows receivables, payables and bank balance. Cash is clear.

  • Agencies invoicing from email approvals

    A client approval email creates a Xero invoice. Billing is faster.

More apps

Gmail, Xero and other apps in one automation

An automation isn't limited to two apps. Add the next step in another app and it runs as part of the same automation.

File bills in Drive

Save every supplier invoice PDF to my Google Drive folder by month after creating the Xero draft bill.

Bill review in Slack

Post each draft Xero bill created from Gmail to #finance with the amount and supplier.

Reminder tracking

Log each Xero reminder email in my Google Sheet with invoice number and days overdue.

Setup

Connect Gmail and Xero once

Every idea on this page uses the same two connections, so you set them up once. If one is missing, your assistant tells you and links to the right place.

Gmail

Email

  1. At console.cloud.google.com, create a project and enable the Gmail API under APIs & Services → Library.
  2. Set up the OAuth consent screen. On Google Workspace choose Internal. On a personal Gmail account choose External, then under Audience click Publish app so it is In production, not Testing.
  3. Under Data Access, add the scopes you need, such as https://www.googleapis.com/auth/gmail.modify, or gmail.send if you only want to send.
  4. Under Clients, create an OAuth client of type Web application with the redirect URI https://clickruntime.com/oauth/callback.
  5. In the ClickRuntime dashboard, open Connections, choose Gmail and enter the client ID and secret. On a personal account Google shows an unverified-app screen: click Advanced, then go to your app.

Xero

Accounting

  1. At developer.xero.com/app/manage, create a new Web app and set the redirect URI to https://clickruntime.com/oauth/callback.
  2. Copy the Client ID and generate a client secret.
  3. In the ClickRuntime dashboard, open Connections, choose Xero, enter the Client ID and secret, then authorize with scopes such as offline_access, accounting.transactions, accounting.contacts and accounting.settings.read and select your organisation.
  4. If you use a Xero Custom Connection instead, pick that app type, select the organisation and scopes, and enter its credentials the same way.

FAQ

Questions about connecting Gmail and Xero

Do customers see the email as coming from me?
Yes. Reminders and invoices go from your Gmail or Google Workspace address.
Does it use Xero's own reminder feature?
No, it sends its own Gmail messages, so you control the wording and timing of each stage. Turn off Xero's reminders to avoid doubling up.
What Xero access does it need?
A connected Xero organisation with accounting transactions access. Read-only is enough for reminders; creating bills or invoices needs write access.
Are bills approved automatically?
No. Bills from emailed invoices are created as drafts for you to review in Xero.
Can it attach the Xero invoice PDF?
Yes. The PDF can be fetched from Xero and attached to the email.
Does it stop when an invoice is paid?
Yes. It checks the amount due before each reminder.
Can it handle multiple currencies?
Yes. Xero invoice currency is read and shown in the email.

Related pages

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