Integrating with Xero Follow

Have you got a Xero Account and ever wondered if there was an easier way to automate your payment reminders and communications with your customers?

If you have you have come to the right place! Here is a short video to help you integrate and set up your first payment reminder.

This article will also step through the process to integrate your Xero account with your marketing account. Here is a list of what we will be covering in this article (click to skip ahead):

  1. How to integrate your Xero account with the system
  2. How to set up payment reminders
  3. Turning payment reminders on or off for specific contacts
  4. Wildcarding your Xero data
  5. Linking to the invoice via the invoice number wildcard
  6. Testing wildcarded information

How to integrate with Xero

Follow these steps to integrate your Xero account with the system:

  1. Select the 'Automation' menu from the navigation bar in your account.



  2. Select 'Integration' from the menu up the top.



  3. Then click the 'Connect' button to connect to Xero.



  4. Then simply select the account you wish to integrate with and authorise.

Once your account is Successfully integrated with Xero, you can then click to view your Xero Contacts, which now have been added to a Xero list in your account. 

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Setting up Payment Reminders

Now that you have integrated with your account, you can get started by setting up an automated payment process for customers who have an amount owing. 

Please note: To set up a Payment Reminder you must have at least one client with an overdue balance in Xero.

Here is how to set up a payment reminder:

  1. Go to the 'Automation' menu on the navigation bar in your account (refer screenshot above).
  2. The 'Autoresponders' option should already be displayed up the top.
  3. Click 'New Autoresponder' on the right.



  4. Click 'Create' on the Xero Payment Reminders option.



  5. You can then click 'New Message' button to create a payment reminder email from scratch or select the green pencil icon against one of our existing templates (in this example I am selecting the 'Payment Reminder Email' template.



  6. In step 1 of 4 for the payment reminder autoresponder, select the Trigger as 'When a date field is reached'.



  7. In step 2 of 4 in the autoresponder, choose the List as the Xero list in your account and the Date Field as 'Due Date'.



  8. In step 3 of 4 in the autoresponder, select a Message. Here you can use the default option or create a new.



  9. In step 4 of 4 in the autoresponder, choose when to send the reminder.



  10. Then Save the autoresponder you just created.
  11. Once you have finished setting up what you would like to send and when, don't forget to turn the Autoresponder 'On'.



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Turning payment reminders on or off for specific contacts

Great work on setting up your automated payment reminders as per above. 

But what if you did not want to send one of your customers a reminder for some reason? Say you just gave a customer a payment extension over the phone, you wouldn't want to trigger a Payment Reminder email the same day to say their payment is overdue. 

So a way around this is to tell the system to not send the reminder for that specific customer. Here is how:

  1. Go to the 'Automation' menu on the navigation bar in your account (refer screenshot above).
  2. Check that the 'Autoresponders' option is selected.
  3. Find your Xero autoresponder in your list, and click the green pencil icon to 'view'.



  4. Find the specific step of the autoresponder that you either want to activate or disable for a specific contact/s, and click the 'Details' link below it.



  5. This will then list out your customers and their outstanding balance details. From here you can select the specific customer and under 'Actions', select to Include or Exclude this customer from receiving the payment reminder.

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Wildcarding your Xero data

Once you have integrated your Xero account with the system all your data will be available in your Xero list so you can send payment reminders to these contacts.

But how do you insert wildcards into your payment reminder emails so that you can add a first name personalisation or even add the current outstanding amount to these emails. Here's how:

  1. Go to 'Messages'.
  2. Select the 'Payment Reminder' email and click 'edit' from under Actions.
  3. Double click onto the text area and place your cursor where you would like the wildcard to be added.



  4. Click the 'Wildcard' button on the toolbar.
  5. Using the dropdown options available, select the list you are sending this message to (which also holds the data) in the first field. Then select the field you wish to pull data from and display in your message for the second one. You can also set a 'Fallback' if required for those that do not have content in the wildcarded field.



  6. Click 'Insert' and the wildcard would be added to your message. You can then format the text as required using the settings on the toolbar.



  7. Save your changes and test your message.

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Linking to the invoice via the invoice number wildcard

For wildcards such as the invoice number, you may like to link to the actual invoice so they have all the required info they need in the one reminder message. Here is how:

  1. After the wildcard for the invoice number has been inserted into the message, highlight the wildcard.



  2. Click the insert 'Link' button on the toolbar
  3. In the URL field, type the wildcard %%Invoice_URL%%
  4. Give the link a name to make it easier to see in your reports, click 'open in a new window' then click 'Insert Link'.



  5. Save your changes to the message

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Testing wildcarded data in your payment reminder

Once you have inserted your wildcards and required links into your message, it is always recommended to test these have been set up correctly, by following these steps:

  1. Select the message you wish to test and click the 'preview' button.
  2. In the top left corner of the preview window, select the Xero list this is set up against. In this example my list is called "Example Company Xero".
  3. Using the arrows up the top you can flick through the contact records and see the names and invoice numbers change as per the details in your Xero list
  4. You can also test the links to invoices by clicking onto them in the preview window

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