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Make.com Automation Recipe: Xero Overdue Invoice Reminders for UK Freelancers

05 April 2025

A ready-to-import Make.com automation that connects to Xero, identifies overdue invoices from UK clients, and sends compliant, polite payment reminder emails automatically.

Who This Is For & What It Does

This is for UK-based freelancers, contractors, and micro-businesses using Xero for invoicing who want to recover unpaid invoices without awkward manual chasing.

This automation recipe connects to your Xero account via Make.com, identifies overdue invoices from UK clients, and automatically sends them a polite, compliant payment reminder email — including invoice details, due date, and amount owed. It helps you recover lost revenue, reduce stress, and reclaim time.

👉 Related: UK Late Payment Calculator | UK Late Payment Fee Calculator | UK Late Payment Interest Calculator

Automation Overview

  • Trigger: Xero — New or Updated Overdue Invoice (filtered to UK clients)
  • Steps:
    1. Format invoice details (amount, due date, invoice number)
    2. Compose a compliant, polite reminder email
    3. Send the email via SMTP or Gmail
  • Outcome: Automated, GDPR-compliant payment reminders sent to UK clients with overdue invoices

How It Works

  1. Trigger: The automation starts when a new or updated invoice in Xero is marked as overdue. It filters only for invoices where the contact country is set to the UK.
  2. Formatter: Extracts and formats key invoice details like invoice number, due date, amount owed, and contact name.
  3. Email Composition: A pre-written, polite, and legally compliant reminder email is populated with the invoice details.
  4. Send Email: Sends the email via your preferred email service (e.g., Gmail, SMTP).

Importable Make.com Scenario (JSON)

{
  "name": "Xero Overdue Invoice Reminder for UK Clients",
  "modules": [
    {
      "id": "trigger",
      "type": "trigger",
      "module": "xero.accounting.invoices",
      "action": "watchInvoices",
      "parameters": {
        "status": "OVERDUE",
        "contact.country": "GB"
      },
      "outputs": [
        "invoiceID",
        "invoiceNumber",
        "dueDate",
        "amountDue",
        "contact.name",
        "contact.email"
      ]
    },
    {
      "id": "formatter",
      "type": "action",
      "module": "tools.formatter",
      "action": "text.transform",
      "parameters": {
        "text": "Dear {{contact.name}},\n\nWe noticed that invoice {{invoiceNumber}} dated {{dueDate}} for £{{amountDue}} is now overdue.\n\nIf you have already sent the payment, please disregard this message. Otherwise, we would appreciate your prompt attention to settle the balance.\n\nYou can view and pay the invoice here: [Insert Link]\n\nBest regards,\n[Your Name]",
        "operation": "replaceVariables"
      }
    },
    {
      "id": "sendEmail",
      "type": "action",
      "module": "email.send",
      "action": "send",
      "parameters": {
        "to": "{{contact.email}}",
        "subject": "Friendly Reminder: Overdue Invoice {{invoiceNumber}}",
        "body": "{{formattedText}}"
      }
    }
  ]
}

Step-by-Step Setup Guide

Prerequisites

  • A Make.com account
  • A Xero account with API access enabled
  • SMTP or Gmail credentials for sending emails

Steps

  1. Create a New Scenario in Make.com

    • Click “Create a new scenario” and choose “Xero” as your first module.

  2. Set Up Trigger Module

    • Choose “Watch Invoices” under Xero > Accounting.
    • Connect your Xero account.
    • Set filters:
      • Status = OVERDUE
      • Contact Country = GB
    • Map outputs for invoiceNumber, dueDate, amountDue, contact.name, and contact.email.

  3. Add Formatter Module

    • Use the “Text Transform” tool under Formatter.
    • Input your email template and replace variables with invoice data.

  4. Add Email Module

    • Choose your preferred email service (Gmail, SMTP, etc.).
    • Set the recipient to {{contact.email}}.
    • Use the formatted text as the email body.

  5. Test and Activate

    • Run a test with a sample overdue invoice.
    • Activate the scenario to run automatically.

Troubleshooting FAQ

❓ Emails aren't sending

  • Check your email service credentials in the email module.
  • Confirm that the contact has a valid email address in Xero.

❓ Only some invoices are triggering

  • Double-check the Xero filter settings (status = OVERDUE, country = GB).
  • Ensure the invoice is truly overdue (past due date).

❓ How do I avoid spamming clients?

  • Add a delay or deduplication step to ensure each invoice only triggers once.
  • Optionally add a date check to avoid reminders for very recent overdue invoices.

❓ Can I customize the email?

Yes! Modify the text in the Formatter module to match your tone or branding. You can also include dynamic links or payment buttons.

Next Step: Monetise This Automation

Want to sell this automation as a pre-built Make.com scenario or turn it into a lead magnet for your digital product?

We offer a growing library of automation playbooks, templates, and Make.com recipes for freelancers and indie hackers — including this one. Explore our automation guides or browse our tools to learn how to build, test, and sell profitable automations like this one.

👉 Also check out: Make Payment Reminder Automation for UK Freelancers (Blog) | Client Onboarding Automation Recipe

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