n8n Workflow: Send Xero Overdue Invoice Statements via Gmail

Automatically email Xero overdue invoice statements to customers—every weekday

This n8n workflow pulls unpaid, past-due Xero (ACCREC) invoices, generates a branded overdue statement PDF for each customer, and emails it via Gmail—running automatically every weekday morning at 09:00.

What this workflow does

• Scheduled run: Executes every weekday at 09:00 using an n8n schedule trigger.
• Fetches invoices from Xero: Retrieves authorised accounts-receivable (ACCREC) invoices for your specified Xero organisation (tenant ID).
• Filters overdue items: Keeps only invoices that are unpaid and past their due date.
• Groups by customer: Aggregates overdue balances per contact and builds a branded HTML statement including totals and days overdue.
• Prevents empty emails: Skips processing for customers when there are no overdue invoices, avoiding blank statements.
• Generates PDF statements: Renders each customer’s HTML statement into a PDF using PDFMint and names the PDF after the customer.
• Sends via Gmail: Emails the PDF statement to the customer’s email address stored in Xero, using a subject line that includes invoice count and total outstanding.

Use cases

• Reducing manual dunning by sending consistent overdue invoice statement emails to customers in your accounts receivable process.
• Maintaining professional, on-brand communication with automated PDFs generated through PDFMint.
• SaaS operators and automation engineers who need a reliable Xero-to-email workflow that only sends when there’s something overdue.

Technical details

• Nodes/stack: if, set, code, xero, gmail, sticky note
• Integrations: Xero (OAuth2), Gmail (OAuth2), PDFMint
• Setup highlights: Provide your Xero OAuth2 credential, update the Xero organisation/tenant ID, add PDFMint and Gmail credentials, and ensure each Xero contact has an email address.