Send automated payment reminders for Xero invoices via Outlook email

{
  "name": "Send automated payment reminders for Xero invoices via Outlook email + BillionVerify",
  "nodes": [
    {
      "id": "1a3db5de-8382-402f-b9cb-de802a862c36",
      "name": "Daily Invoice Check Trigger",
      "type": "n8n-nodes-base.scheduleTrigger",
      "position": [
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      ],
      "parameters": {
        "rule": {
          "interval": [
            {
              "triggerAtHour": 12
            }
          ]
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "52ff9ea5-446b-4690-9314-a30304f22413",
      "name": "Fetch All Xero Invoices",
      "type": "n8n-nodes-base.xero",
      "position": [
        -336,
        720
      ],
      "parameters": {
        "options": {},
        "operation": "getAll",
        "returnAll": true
      },
      "typeVersion": 1
    },
    {
      "id": "10c17a71-9f23-4a11-bd3a-39e319ea242e",
      "name": "Filter Out Paid Invoices",
      "type": "n8n-nodes-base.if",
      "position": [
        -112,
        720
      ],
      "parameters": {
        "conditions": {
          "string": [
            {
              "value1": "={{ $json.Status }}",
              "value2": "PAID",
              "operation": "notEqual"
            }
          ]
        }
      },
      "typeVersion": 1
    },
    {
      "id": "b4b36361-ddf1-423f-b40f-225e42d951f4",
      "name": "Filter Invoices Due Soon",
      "type": "n8n-nodes-base.if",
      "position": [
        320,
        720
      ],
      "parameters": {
        "conditions": {
          "boolean": [
            {
              "value1": "={{ $json.isDueSoon }}",
              "value2": true
            }
          ]
        }
      },
      "typeVersion": 1
    },
    {
      "id": "14901d07-21a0-41e0-a13d-356a8cd125d3",
      "name": "Calculate Days Until Due",
      "type": "n8n-nodes-base.code",
      "position": [
        128,
        720
      ],
      "parameters": {
        "jsCode": "const today = new Date();\nconst dueDate = new Date($input.item.json.DueDate);\nconst diffTime = dueDate - today;\nconst diffDays = Math.ceil(diffTime / (1000 * 60 * 60 * 24));\n\nreturn {\n  json: {\n    ...$input.item.json,\n    daysUntilDue: diffDays,\n    isDueSoon: diffDays <= 7 && diffDays >= 0\n  }\n};"
      },
      "typeVersion": 2
    },
    {
      "id": "46c031b7-eb66-4906-ae88-221d4a0af6f7",
      "name": "Log Reminder in Xero History",
      "type": "n8n-nodes-base.httpRequest",
      "position": [
        864,
        704
      ],
      "parameters": {
        "url": "=https://api.xero.com/api.xro/2.0/Invoices/{{ $json.InvoiceID }}/History",
        "method": "PUT",
        "options": {},
        "jsonBody": "={\n  \"HistoryRecords\": [\n    {\n      \"Details\": \"Payment reminder email sent on {{ $now.toFormat('yyyy-MM-dd') }} - Invoice due in {{ $json.daysUntilDue }} days\"\n    }\n  ]\n}",
        "sendBody": true,
        "specifyBody": "json",
        "authentication": "predefinedCredentialType",
        "nodeCredentialType": "xeroOAuth2Api"
      },
      "typeVersion": 4.3
    },
    {
      "id": "3434e3ea-3e5d-46f6-bd26-6a29f2ad9c1a",
      "name": "Workflow Overview",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1136,
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      ],
      "parameters": {
        "color": 5,
        "width": 460,
        "height": 1228,
        "content": "## Send Automated Payment Reminders for Overdue Xero Invoices\n\nThis workflow automatically monitors your Xero invoices and sends friendly payment reminders to customers when invoices are due within 7 days. It also logs each reminder in the invoice history for complete audit trails.\n\n### How it works\n* Runs daily at 12 PM to check all invoices in your Xero account\n* Fetches all invoices and filters out those already marked as paid\n* Calculates the number of days until each invoice is due\n* Identifies invoices that are due within the next 7 days\n* Sends personalized email reminders to customers via Microsoft Outlook\n* Logs the reminder activity in Xero's invoice history for tracking\n* Includes invoice number, due date, and amount in the reminder\n\n### Requirements\n* Xero account with API access (free for all Xero users)\n* Microsoft Outlook account (or Office 365) for sending emails\n* Valid email addresses configured for customers in Xero contacts\n* n8n instance with credentials configured for both services\n\n### Setup Instructions\n1. **Configure Xero credentials** in n8n (OAuth2 connection)\n2. **Configure Microsoft Outlook credentials** in n8n (OAuth2)\n3. **Customize the email template** in the 'Send Email Reminder to Customer' node to match your brand voice\n4. **Adjust the reminder threshold** - currently set to 7 days, modify in the 'Calculate Days Until Due' code node if needed\n5. **Test the workflow** with manual execution before enabling the daily schedule\n6. **Activate the workflow** to begin automated reminders\n\n### Customization Ideas\n* **Change the reminder window:** Edit the code node to send reminders at different intervals (e.g., 14 days, 3 days, or when overdue)\n* **Escalating reminders:** Create multiple IF nodes to send different messages based on urgency\n* **Amount-based logic:** Add conditions to send different messages for high-value invoices\n* **Multi-channel notifications:** Add Slack nodes to notify your team when large invoices are due\n* **Payment links:** Include online payment URLs in the email to make it easier for customers to pay\n* **Customer segments:** Filter by customer tags to send different reminder styles\n\n"
      },
      "typeVersion": 1
    },
    {
      "id": "3a9b87fd-f9df-4242-9605-4e7c5b1fe672",
      "name": "Step 1 Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -656,
        432
      ],
      "parameters": {
        "color": 7,
        "width": 720,
        "height": 460,
        "content": "## Step 1: Daily Check & Filter\n\nTriggers at noon every day, fetches all invoices from Xero, and filters out invoices that are already marked as paid.\n\n**Customize:** Change the trigger time in the Schedule Trigger node to match your preferred notification schedule."
      },
      "typeVersion": 1
    },
    {
      "id": "1162f84f-e7e9-4fd3-a88b-0e5f0e160257",
      "name": "Step 2 Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        64,
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      ],
      "parameters": {
        "color": 7,
        "width": 444,
        "height": 460,
        "content": "## Step 2: Calculate & Identify\n\nUses JavaScript to calculate how many days remain until each invoice is due and flags invoices that are due within the next 7 days.\n\n**Customize:** Change `diffDays <= 7` to a different number to adjust the reminder window."
      },
      "typeVersion": 1
    },
    {
      "id": "a4fac765-aaa8-47c7-af2a-bb8ebe1025c3",
      "name": "Step 3 Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        512,
        432
      ],
      "parameters": {
        "color": 7,
        "width": 544,
        "height": 460,
        "content": "## Step 3: Send & Log Reminders\n\nSends personalized email reminders to customers for invoices due within 7 days, then logs the reminder activity in Xero's invoice history for complete tracking.\n\n**Customize:** Edit the email template to match your brand voice and add payment links or instructions."
      },
      "typeVersion": 1
    },
    {
      "id": "474fe1d1-32d8-4f2f-8255-0072e5310ddc",
      "name": "Send a message1",
      "type": "n8n-nodes-base.microsoftOutlook",
      "position": [
        608,
        704
      ],
      "webhookId": "76158935-3235-4a09-9708-467bb1c2aded",
      "parameters": {
        "subject": "=Payment Reminder - Invoice {{ $json.InvoiceNumber }}",
        "bodyContent": "=Good Morning, \n\nThis is a friendly reminder that you have an invoice that is pending invoice ({{ $json.InvoiceNumber }}) that is due for payment within 7 days.\n\nPlease action at your earliest convenience. \n\nIf you have actioned this within the last 24 hours, please disregard. \n\nRegards, ",
        "toRecipients": "={{ $json.Contact.EmailAddress }}",
        "additionalFields": {}
      },
      "credentials": {
        "microsoftOutlookOAuth2Api": {
          "id": "vbnYPtIaBpjdog1K",
          "name": "WFAN"
        }
      },
      "typeVersion": 2
    },
    {
      "parameters": {
        "operation": "verify",
        "email": "={{ $json.Contact.EmailAddress }}",
        "additionalOptions": {}
      },
      "type": "n8n-nodes-billionverify.billionVerify",
      "typeVersion": 1,
      "position": [
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      ],
      "name": "Verify Email (BillionVerify)",
      "credentials": {
        "billionVerifyApi": {
          "id": "",
          "name": "BillionVerify account"
        }
      }
    },
    {
      "parameters": {
        "conditions": {
          "options": {
            "caseSensitive": true,
            "leftValue": "",
            "typeValidation": "loose"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "is-deliverable",
              "leftValue": "={{ $json.is_deliverable }}",
              "rightValue": "",
              "operator": {
                "type": "boolean",
                "operation": "true",
                "singleValue": true
              }
            }
          ]
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      "type": "n8n-nodes-base.if",
      "typeVersion": 2,
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      ],
      "name": "IF deliverable"
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  ],
  "connections": {
    "Send a message1": {
      "main": [
        [
          {
            "node": "Log Reminder in Xero History",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Fetch All Xero Invoices": {
      "main": [
        [
          {
            "node": "Filter Out Paid Invoices",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Calculate Days Until Due": {
      "main": [
        [
          {
            "node": "Filter Invoices Due Soon",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Filter Invoices Due Soon": {
      "main": [
        [
          {
            "node": "Verify Email (BillionVerify)",
            "type": "main",
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          }
        ]
      ]
    },
    "Filter Out Paid Invoices": {
      "main": [
        [
          {
            "node": "Calculate Days Until Due",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Daily Invoice Check Trigger": {
      "main": [
        [
          {
            "node": "Fetch All Xero Invoices",
            "type": "main",
            "index": 0
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        ]
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    },
    "Verify Email (BillionVerify)": {
      "main": [
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    "IF deliverable": {
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  },
  "settings": {
    "availableInMCP": false,
    "executionOrder": "v1"
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}