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

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Created by: Intuz || intuz
Intuz

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Last update a day ago

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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
Get Started: https://n8n.partnerlinks.io/intuz

For Custom Worflow Automation

https://www.intuz.com/get-started/