Patrick Campbell This workflow corresponds to n8n.io template #12648 — we link there as the canonical source.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"id": "v0-x8vbaaaO9i89EiI2b4",
"name": "Automated payment reminders for Xero invoices via email",
"tags": [],
"nodes": [
{
"id": "1a3db5de-8382-402f-b9cb-de802a862c36",
"name": "Daily Invoice Check Trigger",
"type": "n8n-nodes-base.scheduleTrigger",
"position": [
-560,
720
],
"parameters": {
"rule": {
"interval": [
{
"triggerAtHour": 12
}
]
}
},
"typeVersion": 1.2
},
{
"id": "52ff9ea5-446b-4690-9314-a30304f22413",
"name": "Fetch All Xero Invoices",
"type": "n8n-nodes-base.xero",
"position": [
-336,
720
],
"parameters": {
"options": {},
"operation": "getAll",
"returnAll": true
},
"typeVersion": 1
},
{
"id": "10c17a71-9f23-4a11-bd3a-39e319ea242e",
"name": "Filter Out Paid Invoices",
"type": "n8n-nodes-base.if",
"position": [
-112,
720
],
"parameters": {
"conditions": {
"string": [
{
"value1": "={{ $json.Status }}",
"value2": "PAID",
"operation": "notEqual"
}
]
}
},
"typeVersion": 1
},
{
"id": "b4b36361-ddf1-423f-b40f-225e42d951f4",
"name": "Filter Invoices Due Soon",
"type": "n8n-nodes-base.if",
"position": [
320,
720
],
"parameters": {
"conditions": {
"boolean": [
{
"value1": "={{ $json.isDueSoon }}",
"value2": true
}
]
}
},
"typeVersion": 1
},
{
"id": "14901d07-21a0-41e0-a13d-356a8cd125d3",
"name": "Calculate Days Until Due",
"type": "n8n-nodes-base.code",
"position": [
128,
720
],
"parameters": {
"jsCode": "const today = new Date();\nconst dueDate = new Date($input.item.json.DueDate);\nconst diffTime = dueDate - today;\nconst diffDays = Math.ceil(diffTime / (1000 * 60 * 60 * 24));\n\nreturn {\n json: {\n ...$input.item.json,\n daysUntilDue: diffDays,\n isDueSoon: diffDays <= 7 && diffDays >= 0\n }\n};"
},
"typeVersion": 2
},
{
"id": "46c031b7-eb66-4906-ae88-221d4a0af6f7",
"name": "Log Reminder in Xero History",
"type": "n8n-nodes-base.httpRequest",
"position": [
864,
704
],
"parameters": {
"url": "=https://api.xero.com/api.xro/2.0/Invoices/{{ $json.InvoiceID }}/History",
"method": "PUT",
"options": {},
"jsonBody": "={\n \"HistoryRecords\": [\n {\n \"Details\": \"Payment reminder email sent on {{ $now.toFormat('yyyy-MM-dd') }} - Invoice due in {{ $json.daysUntilDue }} days\"\n }\n ]\n}",
"sendBody": true,
"specifyBody": "json",
"authentication": "predefinedCredentialType",
"nodeCredentialType": "xeroOAuth2Api"
},
"typeVersion": 4.3
},
{
"id": "3434e3ea-3e5d-46f6-bd26-6a29f2ad9c1a",
"name": "Workflow Overview",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1136,
240
],
"parameters": {
"color": 5,
"width": 460,
"height": 1228,
"content": "## Send Automated Payment Reminders for Overdue Xero Invoices\n\nThis workflow automatically monitors your Xero invoices and sends friendly payment reminders to customers when invoices are due within 7 days. It also logs each reminder in the invoice history for complete audit trails.\n\n### How it works\n* Runs daily at 12 PM to check all invoices in your Xero account\n* Fetches all invoices and filters out those already marked as paid\n* Calculates the number of days until each invoice is due\n* Identifies invoices that are due within the next 7 days\n* Sends personalized email reminders to customers via Microsoft Outlook\n* Logs the reminder activity in Xero's invoice history for tracking\n* Includes invoice number, due date, and amount in the reminder\n\n### Requirements\n* Xero account with API access (free for all Xero users)\n* Microsoft Outlook account (or Office 365) for sending emails\n* Valid email addresses configured for customers in Xero contacts\n* n8n instance with credentials configured for both services\n\n### Setup Instructions\n1. **Configure Xero credentials** in n8n (OAuth2 connection)\n2. **Configure Microsoft Outlook credentials** in n8n (OAuth2)\n3. **Customize the email template** in the 'Send Email Reminder to Customer' node to match your brand voice\n4. **Adjust the reminder threshold** - currently set to 7 days, modify in the 'Calculate Days Until Due' code node if needed\n5. **Test the workflow** with manual execution before enabling the daily schedule\n6. **Activate the workflow** to begin automated reminders\n\n### Customization Ideas\n* **Change the reminder window:** Edit the code node to send reminders at different intervals (e.g., 14 days, 3 days, or when overdue)\n* **Escalating reminders:** Create multiple IF nodes to send different messages based on urgency\n* **Amount-based logic:** Add conditions to send different messages for high-value invoices\n* **Multi-channel notifications:** Add Slack nodes to notify your team when large invoices are due\n* **Payment links:** Include online payment URLs in the email to make it easier for customers to pay\n* **Customer segments:** Filter by customer tags to send different reminder styles\n\n"
},
"typeVersion": 1
},
{
"id": "3a9b87fd-f9df-4242-9605-4e7c5b1fe672",
"name": "Step 1 Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-656,
432
],
"parameters": {
"color": 7,
"width": 720,
"height": 460,
"content": "## Step 1: Daily Check & Filter\n\nTriggers at noon every day, fetches all invoices from Xero, and filters out invoices that are already marked as paid.\n\n**Customize:** Change the trigger time in the Schedule Trigger node to match your preferred notification schedule."
},
"typeVersion": 1
},
{
"id": "1162f84f-e7e9-4fd3-a88b-0e5f0e160257",
"name": "Step 2 Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
64,
432
],
"parameters": {
"color": 7,
"width": 444,
"height": 460,
"content": "## Step 2: Calculate & Identify\n\nUses JavaScript to calculate how many days remain until each invoice is due and flags invoices that are due within the next 7 days.\n\n**Customize:** Change `diffDays <= 7` to a different number to adjust the reminder window."
},
"typeVersion": 1
},
{
"id": "a4fac765-aaa8-47c7-af2a-bb8ebe1025c3",
"name": "Step 3 Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
512,
432
],
"parameters": {
"color": 7,
"width": 544,
"height": 460,
"content": "## Step 3: Send & Log Reminders\n\nSends personalized email reminders to customers for invoices due within 7 days, then logs the reminder activity in Xero's invoice history for complete tracking.\n\n**Customize:** Edit the email template to match your brand voice and add payment links or instructions."
},
"typeVersion": 1
},
{
"id": "474fe1d1-32d8-4f2f-8255-0072e5310ddc",
"name": "Send a message1",
"type": "n8n-nodes-base.microsoftOutlook",
"position": [
608,
704
],
"parameters": {
"subject": "=Payment Reminder - Invoice {{ $json.InvoiceNumber }}",
"bodyContent": "=Good Morning, \n\nThis is a friendly reminder that you have an invoice that is pending invoice ({{ $json.InvoiceNumber }}) that is due for payment within 7 days.\n\nPlease action at your earliest convenience. \n\nIf you have actioned this within the last 24 hours, please disregard. \n\nRegards, ",
"toRecipients": "={{ $json.Contact.EmailAddress }}",
"additionalFields": {}
},
"credentials": {
"microsoftOutlookOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 2
}
],
"active": false,
"settings": {
"availableInMCP": false,
"executionOrder": "v1"
},
"versionId": "30e94445-ab9b-4062-9a4d-3a8ad5d57588",
"connections": {
"Send a message1": {
"main": [
[
{
"node": "Log Reminder in Xero History",
"type": "main",
"index": 0
}
]
]
},
"Fetch All Xero Invoices": {
"main": [
[
{
"node": "Filter Out Paid Invoices",
"type": "main",
"index": 0
}
]
]
},
"Calculate Days Until Due": {
"main": [
[
{
"node": "Filter Invoices Due Soon",
"type": "main",
"index": 0
}
]
]
},
"Filter Invoices Due Soon": {
"main": [
[
{
"node": "Send a message1",
"type": "main",
"index": 0
}
]
]
},
"Filter Out Paid Invoices": {
"main": [
[
{
"node": "Calculate Days Until Due",
"type": "main",
"index": 0
}
]
]
},
"Daily Invoice Check Trigger": {
"main": [
[
{
"node": "Fetch All Xero Invoices",
"type": "main",
"index": 0
}
]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
microsoftOutlookOAuth2Api
Pro
For the full experience including quality scoring and batch install features for each workflow upgrade to Pro
About this workflow
Small business owners, finance teams, accountants, and bookkeepers who use Xero for invoicing and want to improve cash flow by automating payment reminders. If you're spending time manually following up on unpaid invoices or struggling with late payments, this workflow…
Source: https://n8n.io/workflows/12648/ — original creator credit. Request a take-down →
Related workflows
Workflows that share integrations, category, or trigger type with this one. All free to copy and import.
How It Works Trigger: Watches for new emails in Gmail with PDF/image attachments. OCR: Sends the attachment to OCR.space API (https://ocr.space/OCRAPI) to extract invoice text. Parsing: Extracts key f
Gmail Trigger, Google Sheets, Slack +3
Automatically track Stripe invoices and create Google Calendar reminders for upcoming due dates. This workflow ensures you never miss a payment deadline by running daily checks, filtering invoices due
HTTP Request, Item Lists, Google Calendar
This is the ultimate sales-to-cash automation. When a deal in Airtable is marked "Approved for Invoicing," this workflow intelligently syncs customer data across QuickBooks and Stripe (creating them i
Airtable Trigger, Stripe, QuickBooks +2
Automated Stripe Payment to QuickBooks Sales Receipt
HTTP Request, Stripe, Stripe Trigger +1
Tired of the standard, boring invoices from QuickBooks Online? This workflow completely automates the process of creating beautiful, custom-branded PDF invoices and emailing them directly to your clie
QuickBooks, HTTP Request, Email Send