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Automate Late Payment Reminders for UK Businesses with Xero & Make.com

05 April 2025

A ready-to-deploy Make.com automation that scans Xero for overdue invoices and sends AI-generated, compliant reminder emails with payment links.

Who This Is For

This is for UK-based small business owners and freelancers using Xero who want to automatically chase late payments without lifting a finger. If you're tired of manually checking for overdue invoices and sending polite but firm reminder emails, this automation does it for you — compliantly.

What It Does

This Make.com scenario:

  1. Checks Xero daily for invoices marked as overdue.
  2. Filters only those past due by 7+ days.
  3. Generates a compliant, professional reminder email using AI.
  4. Inserts a secure payment link for quick settlement.
  5. Sends the email via your business email (Gmail, Outlook, etc.).

It's built for reliability, legal compliance, and conversion — helping you get paid faster, with less stress.

Why You Need This

Late payments are a major cashflow killer for small businesses. According to research, over 50% of UK SMEs are owed money by clients who are weeks or months behind. Automating reminders ensures you stay on top of receivables while maintaining professionalism.

This automation is inspired by our own work in AI-driven business experiments — where we test tools that solve real problems with measurable ROI. This one? It saves time and gets money in the bank.

Automation Overview

Trigger

  • Daily check of Xero invoices
  • Filter for overdue invoices > 7 days

Steps

  1. Fetch Overdue Invoices from Xero
  2. Filter based on due date and status
  3. Generate Email Content using AI (prompt included)
  4. Insert Payment Link (from Xero-hosted invoice)
  5. Send Email via SMTP or Gmail/Outlook

Outcome

  • Clients receive timely, professional reminders
  • You get paid faster
  • You reclaim hours otherwise spent chasing payments

How to Import & Use This Automation

Prerequisites

  • A Xero account with invoices
  • A Make.com account
  • An SMTP or Gmail/Outlook account connected to Make

Step-by-Step Setup

  1. Create a new Make scenario
  2. Set up the trigger:
    • Module: Xero → Search Invoices
    • Configure to fetch invoices with status OVERDUE
  3. Add a filter:
    • Only include invoices where Due Date is more than 7 days ago
  4. Add an AI Email Generator:
    • Use the prompt below to generate a polite but firm reminder
  5. Insert a payment link:
    • Use the invoice's Online Payment URL from Xero
  6. Send Email:
    • Use Gmail or SMTP to send the email to the client

AI Email Prompt Template

You are a professional small business assistant. Generate a polite but firm reminder email for a UK business. The email should include:

  • Reference to the invoice number
  • Amount owed
  • Original due date
  • A secure payment link
  • A note that further delays may result in referral to a collections agency

Make.com Scenario Export (JSON)

{
  "name": "Xero Overdue Invoice Reminder",
  "modules": [
    {
      "type": "xero.searchInvoices",
      "parameters": {
        "status": "OVERDUE"
      }
    },
    {
      "type": "filter",
      "parameters": {
        "condition": "{{invoice.DueDate}} < {{date.subtract(7, 'days')}}"
      }
    },
    {
      "type": "ai.generateText",
      "parameters": {
        "prompt": "Generate a polite but firm reminder email for a UK business. Include invoice number {{invoice.InvoiceNumber}}, amount {{invoice.AmountDue}}, due date {{invoice.DueDate}}, and a payment link {{invoice.PaymentURL}}."
      }
    },
    {
      "type": "email.send",
      "parameters": {
        "to": "{{invoice.Contact.EmailAddress}}",
        "subject": "Overdue Invoice Reminder: {{invoice.InvoiceNumber}}",
        "body": "{{ai.generatedText}}"
      }
    }
  ],
  "triggers": [
    {
      "type": "scheduler",
      "parameters": {
        "cron": "0 9 * * 1-5"
      }
    }
  ]
}

Troubleshooting FAQ

Q: How do I connect Xero to Make?

A: In Make, search for the Xero app and follow the OAuth setup. You'll need to grant access to your Xero organisation.

Q: Can I customize the email tone?

A: Yes! Modify the AI prompt to reflect your brand voice — formal, friendly, or somewhere in between.

Q: What if a client disputes the invoice?

A: This automation only sends reminders. Always ensure your invoices are clear and accurate upfront. For disputes, handle manually.

Q: Is this legally compliant in the UK?

A: Yes. The emails are polite, factual, and include a payment option — no threats or aggressive language.

Q: Can I use this with QuickBooks instead?

A: Yes — swap the Xero module for QuickBooks and adjust the field mappings. We're working on a QuickBooks version too.

Related Resources

Next Step: Monetise Your Automation

Want to turn this into a sellable asset or lead magnet? Use this automation as a base for:

  • A SaaS tool that small businesses can subscribe to
  • A paid automation pack with setup guide and email templates
  • A lead magnet for your freelance automation services

👉 Start building your own digital asset today.

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