Xero + Gmail
Supplier invoices that arrive by email become draft bills in Xero, and late customers get reminders that step up as an invoice ages.
Popular ideas
Automate Xero
Keep an eye on receivables and payables in Xero: overdue sales invoices sorted by age, supplier bills coming due, payments received and bank lines still waiting to be reconciled. Draft invoices can be raised when a deal closes somewhere else, and the monthly P&L comes to you. Explain the routine to your assistant, confirm the steps it proposes, and Xero gets watched around the clock.
Try asking
Create a ClickRuntime automation: every day at 8am, post Xero sales invoices that are overdue to #accounts in Slack, grouped into 7, 14 and 30 days late.
Paste it into your assistant. It tells you what it will send or change before it runs live.
Ideas
What you can automate in Xero
Late payers spotted before they slip further, cash coming in and going out summarised each week, and month-end reports that need no clicking through Xero. These are ready-made starting points. Anything else you can describe works too.
On a schedule
Get overdue invoices in Slack by age
Each morning Slack lists invoices overdue by 7, 14 and 30 days, without repeating ones already flagged at that stage.
See how it worksWeekly
See the week's payments every Friday
A Friday email lists the payments Xero recorded this week and their total.
See how it worksWeekly
Get a Monday list of bills falling due
You start the week knowing which supplier bills need paying in the next seven days.
See how it worksThe moment it happens
Post each new Xero invoice to Slack
Whenever a sales invoice is created, Slack shows the contact, total and due date.
See how it worksThe moment it happens
Know when a Xero invoice is paid
A Slack message as soon as an invoice turns to paid, sent once per invoice.
See how it worksWeeklyAI
Get a weekly snapshot of who owes whom
Monday's email totals receivables and payables and adds a short written read on how they're moving.
See how it worksMonthly
Compare last month's P&L with the month before
On the 1st you get profit and loss for the previous two months side by side.
See how it worksWeekly
Send overdue invoice reminders from Xero
Customers more than 14 days overdue get their invoice again from Xero, and you get the list of who was reminded.
See how it worksMonthly
Count last month's invoices, bills and credit notes
A monthly tally of documents raised in Xero, leaving out voided and deleted ones.
See how it worksThe moment it happens
Hear when a contact is added to Xero
A Slack message whenever a new customer or supplier appears in Xero.
See how it worksThe moment it happens
Raise a draft Xero invoice when a deal closes
A won deal elsewhere creates a draft invoice for the right contact, and Slack gets a link to review it.
See how it worksWeekly
Get a Friday count of unreconciled transactions
A weekly email shows how many bank transactions are still unreconciled in each account.
See how it worksOn a schedule
Remind customers before Xero invoices fall due
Each weekday at 9am, unpaid Xero sales invoices due in 3 days are re-sent to the customer through Xero, with a history note on each invoice and a summary emailed to you.
See how it worksOn a schedule
Get a weekly overdue call list from Xero by email
Every Monday an email lists customers with overdue Xero invoices, largest balance first, with contact name, phone number, invoice count and oldest days late.
See how it works Your own logicAny other automation you can describe in words
Your own rules, schedule and AI steps with Xero, plus any other app. Describe it and your assistant builds it.
See how to build your ownBuild your own
Build any Xero automation you can describe
The ideas above are ready-made starting points, not a fixed list. Describe what Xero should do 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
Every Friday, check Xero for bills due next week and send me the total and a list sorted by due date.
When an invoice in Xero becomes overdue by 7 days, send the client a reminder email from Gmail with the invoice link.
Every morning, pull Xero bank transactions that aren't reconciled, have AI suggest an account for each, and post the list to Slack for my bookkeeper.
Works with
Xero with the apps you already use
Xero holds the figures, but chasing and approving happen in email and chat. Linking them lets reminders go out and the team see invoices without extra Xero logins.
See all 3 ideas
Xero + Slack
The team sees overdue invoices in a channel, approves supplier bills before they're posted, and gets a link when a draft invoice is created.
Popular ideas
Xero works with hundreds of other apps
Name any of them when you ask your assistant, and your automation connects them. Over 248 apps are ready to go, and anything with an API works too.
- Stripe
- Shopify
- PayPal
- Square
- Google Sheets
- HubSpot
- Pipedrive
- Outlook
- Microsoft Excel
- Google Drive
- Microsoft Teams
- Gusto
- WooCommerce
- Airtable
- Notion
- DocuSign
- Wise
Beyond chat
Have Xero work when you're not in the chat
Connecting Xero to ChatGPT or Claude lets you ask about it while you chat. ClickRuntime handles the part that should happen on its own: checks on a schedule and actions on each new event, set up from the same chat and running after you close it.
Instant
Post each new Xero invoice to SlackThe moment it happens
On a schedule
Get overdue invoices in Slack by ageOn a schedule
On a schedule
See the week's payments every FridayWeekly
Setup
Connect Xero
You connect Xero with a web app you register on the Xero developer portal, then pick which organisation it may use.
Xero
Accounting
- At developer.xero.com/app/manage, create a new Web app and set the redirect URI to
https://clickruntime.com/oauth/callback. - Copy the Client ID and generate a client secret.
- 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.contactsandaccounting.settings.readand select your organisation. - If you use a Xero Custom Connection instead, pick that app type, select the organisation and scopes, and enter its credentials the same way.
Good to know
Xero limits that affect automations
- Xero allows 60 API calls a minute and 5,000 a day for each organisation, so frequent checks across many invoices should be batched into daily or hourly runs.
- Access tokens last 30 minutes and are renewed automatically. Refresh tokens rotate and lapse after 60 days without use, which means an idle connection needs authorizing again.
- Uncertified Xero apps can only connect a limited number of organisations, which is fine for your own business but matters for bookkeepers with many clients.
- The unreconciled check only sees bank transactions already in Xero, not lines still waiting in the bank feed.
FAQ
Questions about automating Xero
Which Xero data can ClickRuntime work with?
The organisation you picked during authorization, within the scopes you granted: sales invoices and bills, contacts, payments, bank transactions and reports like profit and loss or aged receivables.
Can it resend overdue invoices to customers?
Yes. Approved invoices can be emailed again through Xero itself, and a history note is added so your team sees when a reminder went out.
Does it react to changes in Xero immediately?
Alerts for new invoices, paid invoices and new contacts use Xero webhooks, so they arrive shortly after the change. Digests and reports run on a schedule.
Will scheduled checks hit Xero's daily limit?
Unlikely for a single business. Each organisation gets 5,000 calls a day, and a daily overdue digest or weekly summary uses a small share of that.
Do I need an AI subscription for the AR/AP commentary?
No. The short commentary uses the AI bundled with every ClickRuntime plan, and you don't add any AI key. Alerts and reports work without AI.
Is this a Xero connector for ChatGPT or Claude?
Not for chatting with Xero data. A chat connector lets your assistant read and change Xero while you're in the conversation. ClickRuntime is for the work that should happen without you: you set up an automation from the chat once, and it keeps running on a schedule or on each Xero event.
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