Xero Email Automation
Set up intelligent email sequences that automatically trigger for overdue Xero invoices and pause when payments are received, with full multi-currency support.
Automation Features
- Automatically start email sequences for overdue Xero invoices
- Intelligently pause sequences when payments are received
- Multi-currency support with localized email formatting
- AI-powered tone adaptation based on contact relationship
How Xero Automation Works
1Invoice Sync & Detection
PayChase AI continuously monitors your Xero organization for invoice status changes across all currencies.
Detection Triggers:
- • Invoice becomes overdue (past due date)
- • Payment status changes to "Paid" or "Authorised"
- • Invoice is approved and sent to contact
- • Credit notes or overpayments applied
2Intelligent Sequence Start
When an invoice becomes overdue, PayChase AI automatically analyzes the contact relationship and starts an appropriate email sequence.
Analysis Factors:
- • Contact payment history and reliability
- • Relationship score and communication history
- • Invoice amount and currency
- • Business relationship value and priority
3Smart Sequence Pause
The moment Xero reports a payment, PayChase AI automatically pauses the email sequence to prevent unnecessary follow-ups.
Auto-Pause Triggers:
- • Full payment received and authorised
- • Partial payment above threshold (currency-aware)
- • Credit note applied to invoice
- • Contact responds to sequence emails
Multi-Currency Automation
Global Business Support
PayChase AI's Xero automation fully supports multi-currency operations for global businesses.
Currency Intelligence:
- • Automatic currency detection from invoices
- • Localized number formatting in emails
- • Currency-specific payment thresholds
- • Exchange rate aware calculations
Email Localization:
- • Currency symbols in email content
- • Localized date formats
- • Regional payment terms
- • Multi-language support (coming soon)
Configuration & Setup
Automation Triggers
Configure when sequences should automatically start for Xero invoices.
Trigger Options:
Overdue by 1 day
Gentle reminder for recently overdue invoices
Overdue by 3 days
Standard follow-up for most businesses
Overdue by 7 days
More formal approach for established contacts
Sequence Selection
Choose which email sequences to use for different types of overdue invoices.
Sequence Mapping:
High-Value Contacts:
- • Professional tone sequences
- • Longer delay between emails
- • Relationship-focused messaging
- • Currency-specific formatting
Standard Contacts:
- • Friendly but direct tone
- • Standard escalation schedule
- • Clear payment instructions
- • Automated payment links
Pause Conditions
Define when sequences should automatically pause for Xero invoices.
Auto-Pause Settings:
Full Payment Received
Immediately pause when invoice is fully paid
Partial Payment (≥80%)
Pause when significant partial payment received
Credit Note Applied
Pause when credit note reduces amount owing
AI-Powered Intelligence
Contact Relationship Analysis
AI analyzes Xero data to understand contact relationships and payment patterns.
- • Payment history and reliability scores
- • Invoice frequency and amount patterns
- • Communication history and responsiveness
- • Multi-currency transaction analysis
Dynamic Tone Adaptation
Email tone automatically adapts based on contact analysis and overdue duration.
- • Gentle reminders for reliable contacts
- • Professional escalation for VIP accounts
- • Direct approach for problematic payers
- • Urgent tone for significantly overdue
Multi-Organization Management
Enterprise Features
Manage automation across multiple Xero organizations from a single PayChase AI account.
Organization Isolation:
- • Separate automation rules per organization
- • Independent sequence configurations
- • Organization-specific analytics
- • Isolated contact management
Unified Management:
- • Cross-organization reporting
- • Consolidated performance metrics
- • Centralized automation monitoring
- • Shared sequence templates
Monitoring & Analytics
Best Practices
✅ Do's
- • Set up sequences to start 1-3 days after invoices become overdue
- • Use different sequences for different contact tiers and currencies
- • Enable auto-pause for partial payments above 80% (currency-adjusted)
- • Monitor automation performance across all organizations
- • Keep your Xero integration synced daily
❌ Don'ts
- • Don't set triggers too aggressively (same day as overdue)
- • Don't use the same sequence for all contact types or currencies
- • Don't ignore manual intervention when contacts have disputes
- • Don't forget to configure currency-specific thresholds
- • Don't rely only on automation - maintain personal relationships
Troubleshooting
Sequences Not Starting Automatically
Check These Settings:
- • Xero integration is connected and syncing
- • Automation triggers are enabled for your account
- • Invoice status is correctly marked as "Overdue" in Xero
- • Contact has valid email address in Xero
- • Organization permissions are sufficient
Multi-Currency Issues
Common Problems:
- • Currency formatting incorrect in emails
- • Payment thresholds not currency-adjusted
- • Exchange rate calculation errors
- • Mixed currency invoice handling
Organization Access Issues
Possible Issues:
- • Insufficient user permissions in Xero organization
- • Demo organization selected instead of live
- • Organization subscription expired or downgraded
- • Multiple users conflicting with automation