Xero email verification with BillionVerify
Xero is a cloud accounting platform used by businesses worldwide to manage invoices, expenses, and financial reporting. Connecting BillionVerify to Xero ensures that customer and supplier email addresses stored in your accounting records are valid and deliverable before critical financial communications are sent.
Why verify before the send
In accounting, a bounced invoice or payment reminder can delay cash flow and damage business relationships. BillionVerify validates every email address in Xero against bounce risk, domain validity, and disposable-provider flags, so your financial documents reach the right inboxes reliably.
Ready-to-use n8n workflow
Import this workflow into n8n — it verifies every address with BillionVerify before Xero sends, so only deliverable contacts are emailed. Install the BillionVerify community node first, then add your API key. Adapted from this n8n template
{
"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": [
-560,
720
],
"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,
240
],
"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,
432
],
"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": [
248,
704
],
"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
}
}
]
}
},
"type": "n8n-nodes-base.if",
"typeVersion": 2,
"position": [
428,
704
],
"name": "IF deliverable"
}
],
"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",
"index": 0
}
]
]
},
"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
}
]
]
},
"Verify Email (BillionVerify)": {
"main": [
[
{
"node": "IF deliverable",
"type": "main",
"index": 0
}
]
]
},
"IF deliverable": {
"main": [
[
{
"node": "Send a message1",
"type": "main",
"index": 0
}
],
[]
]
}
},
"settings": {
"availableInMCP": false,
"executionOrder": "v1"
}
}Workflow templates with Xero
Ready-to-use workflows that verify emails before Xero sends.
How it works
- 1
Integrate BillionVerify with Xero using the n8n community node or the REST API.
- 2
Fire a verification request whenever a new contact is created or an invoice is about to be emailed.
- 3
BillionVerify evaluates the address for MX record health, disposable provider status, and catch-all domains.
- 4
Addresses flagged as invalid are surfaced to your team for correction before Xero sends the document.
- 5
Valid addresses proceed normally, ensuring reliable delivery of invoices, reminders, and statements.
When to use this
Contact Record Hygiene
When adding or updating a contact in Xero, verify the email address with BillionVerify before saving. This prevents invalid addresses from entering your accounting system and causing failed invoice deliveries down the line.
Invoice Delivery Assurance
Before Xero dispatches an invoice, trigger a real-time BillionVerify check. If the address is invalid or disposable, flag it for manual review so your finance team can correct it before the send deadline.
FAQ
Why does email quality matter for accounting software?
Invoices and payment reminders sent to bad addresses bounce silently, delaying payment and creating reconciliation headaches. Verifying addresses upfront ensures financial documents reach recipients without manual follow-up.
Can BillionVerify check email addresses already stored in Xero?
Yes. Export your Xero contact list and run it through BillionVerify's bulk API to identify and clean invalid addresses across your existing customer and supplier records.
Does verifying emails affect how Xero sends documents?
BillionVerify operates upstream of Xero's send action. It validates the address and returns a result your workflow can act on — no changes are made to Xero's sending mechanism itself.
What happens with catch-all email domains?
Catch-all domains accept all inbound mail at the server level, so deliverability cannot be confirmed via SMTP probing. BillionVerify flags these so you can decide whether to proceed or seek an alternative contact address.
Verify emails in Xero
Create a free account, grab your API key, and stop bounces before they happen.
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