Automate Xero & Gmail

Stop paying for mismatched spreadsheets. Sync data between Xero and Gmail 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 ["Xero"]
        T1(["Branding Theme"])
    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 ["Gmail"]
        A1(["Add Label to Email"])
    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 Xero and Gmail operate independently, finance teams often face delays in sending invoices. For instance, an accountant manually inputs invoice details from Xero into Gmail to email clients, which introduces the risk of errors such as incorrect amounts or wrong client email addresses. This manual process not only wastes valuable time—often taking up to 30 minutes per invoice—but also frustrates sales teams waiting for confirmations, leading to potential cash flow issues.

Top Ways to Automate Xero & Gmail

Automated Invoice Creation: Instantly generate and send invoices from Xero directly through Gmail, reducing manual entry and ensuring timely billing.
Seamless Client Communication: Automatically sync client details and communication history between Xero and Gmail, allowing for personalized and informed interactions without the need for duplicate data entry.
Real-Time Financial Updates: Receive automated alerts in Gmail for any changes or updates in Xero, ensuring your team is always informed about critical financial information without having to switch platforms.

How to Build the Xero → Gmail Sync

In Xero, set up a webhook to listen for the 'Invoice.Paid' event. This will trigger whenever an invoice is marked as paid.
Configure the webhook to send a payload that includes the invoice details: { "invoiceId": "{{Invoice.Id}}", "amount": "{{Invoice.Amount}}", "clientEmail": "{{Invoice.Contact.Email}}" }.
In your application, create an endpoint to receive the webhook payload from Xero. Extract the 'clientEmail', 'invoiceId', and 'amount' from the incoming data.
Use the Gmail REST API to send an email. Construct the POST request to https://gmail.googleapis.com/gmail/v1/users/me/messages/send.
Format the email body to include the invoice details, such as: { "raw": "" }, where the content includes the amount and a thank you note.
Test the integration by marking an invoice as paid in Xero and ensuring the email is sent out correctly through Gmail.

Developer Warnings & API Gotchas

Ensure the 'clientEmail' field in the Xero webhook payload is validated before sending the email; if it's missing or malformed, the Gmail API will return an error.
When formatting the email content, remember to properly encode the message in base64url format; failure to do so will result in an invalid request to the Gmail API.
Be cautious of the invoice status; if an invoice is marked as 'Draft' and the webhook is triggered, it may lead to sending emails prematurely to clients.

Supported API Operations

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

When this happens in Xero... Branding Theme

Do this in Gmail Add Label to Email
When this happens in Xero... Fetch Custom Actions

Do this in Gmail Archive Email
When this happens in Xero... List BankTransfers

Do this in Gmail Create Draft
When this happens in Xero... List Contacts

Do this in Gmail Create Draft (Legacy)
When this happens in Xero... List Employees

Do this in Gmail Create Draft Reply

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