Automate Gmail & Xero

Stop paying for mismatched spreadsheets. Sync data between Gmail and Xero in real-time, so you can manage your operations without the busywork.

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Gmail"]
        T1(["List Aliases"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Xero"]
        A1(["Add Items to Existing Sales Invoice"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When teams use Gmail for client communication while managing invoices in Xero, critical data can be lost in translation. For instance, if an invoice is discussed in an email but not manually entered into Xero, the finance team may miss out on tracking payments or follow-ups. This results in wasted hours as team members sift through emails to find relevant information, only to realize they need to input that data into Xero manually, leading to potential billing errors and delayed cash flow.

Top Ways to Automate Gmail & Xero

Automated Invoice Creation: Seamlessly convert Gmail attachments into Xero invoices, eliminating manual entry and reducing errors.
Real-Time Payment Tracking: Automatically sync payment confirmations from Gmail to Xero, ensuring your financial records are always up-to-date and accurate.
Streamlined Client Communication: Integrate client correspondence in Gmail with Xero's customer records, allowing for easy access to financial history and improving customer service.

How to Build the Gmail → Xero Sync

Set up a webhook in Gmail to listen for new email messages related to invoice discussions. Use the endpoint: POST /gmail/webhooks/new_email.
Extract the relevant payload data from the webhook, focusing on fields such as subject, from, and body.
Parse the email content to identify any mentions of invoices or payment details.
Prepare the data for Xero by formatting it according to Xero's API requirements.
Use the Xero REST API to create a new invoice entry with the endpoint: POST /xero/api/invoices. Include the extracted data in the request body.

Developer Warnings & API Gotchas

Ensure that the email parsing logic correctly identifies invoice-related keywords, as variations in phrasing may lead to missed data.
Be cautious of data types when mapping email fields to Xero's API; for example, ensure that the amount field is a number and not a string.
Watch for potential duplicates in Xero when the same invoice is discussed in multiple emails; implement a check against existing invoice IDs before creating new entries.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Gmail... List Aliases

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Gmail... List Contact Groups

Do this in Xero Add Note to Invoice
When this happens in Gmail... List Messages

Do this in Xero Add or Update Stock Items
When this happens in Gmail... New Attachment

Do this in Xero Allocate Credit Note to Invoice
When this happens in Gmail... New Conversation

Do this in Xero Create Account

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I can see you're looking at mapping Gmail to Xero. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?