🧾 Send tiered overdue invoice reminders with Xero, Gmail, Slack, and Google Sheets

⚡ 6 views · 🧾 Invoice Processing

Description

Quick overview

This workflow runs daily to pull unpaid invoices from Xero, calculates how overdue they are, sends tiered Gmail reminders and Slack alerts, and logs each invoice-tier reminder in Google Sheets to prevent duplicate follow-ups.

How it works

1. Runs every day at 08:00 using a scheduled trigger.
2. Loads reminder thresholds (7/14/30 days) and then fetches unpaid invoices from Xero for the selected organisation.
3. Calculates each invoice’s days overdue, assigns it to a 7-, 14-, or 30-day tier, and prepares key fields like contact email, amount due, and a unique invoiceId_tier identifier.
4. Checks a Google Sheets log to see whether that invoiceId_tier reminder has already been sent and skips any that are already recorded.
5. For 7-day overdue invoices, sends a friendly reminder email to the customer via Gmail.
6. For 14-day overdue invoices, sends a firmer Gmail reminder and posts an internal Slack alert about the overdue invoice.
7. For 30-day overdue invoices, posts a Slack escalation message that includes a call task, then writes the processed invoiceId_tier entries back to Google Sheets.

Setup

1. Add Xero OAuth credentials and set the correct Organisation/Tenant ID in the Xero node.
2. Add Gmail OAuth credentials and ensure your Xero contacts have an email address populated so reminders have a valid recipient.
3. Add Google Sheets OAuth credentials and point both Google Sheets nodes to a spreadsheet tab that includes an invoiceId_tier column for deduplication.
4. Add Slack credentials, set the target channel IDs in both Slack nodes, and invite the Slack app/bot to those channels.
5. Review and adjust the tier day thresholds and message text (email and Slack) to match your collections process before activating the workflow.

Requirements

• Quick troubleshooting

• 403 AuthenticationUnsuccessful on Xero → usually Return All on, or wrong/expired org auth.
• Empty Calculate output → invoices not ≥ tier1 days overdue, or date parse issue (workflow already handles /Date(…)/ + DueDateString).
• Slack shows {{ $… }} text → message field missing leading =.
• No email → contactEmail null (Xero contact has no email).

Additional info

Connect with us: Website: https://www.intuz.com/n8n-workflow-automation-templates/ Email: getstarted@intuz.com LinkedIn: https://www.linkedin.com/company/intuz

For Custom Workflow Automation

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🔗 Nodes Used

Google Sheets, Slack, Xero, Gmail, Schedule Trigger

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup