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Automate Invitation Creation with Xero

Learn how to connect Xero with betterbunch so invitations are automatically created after invoicing

Boost your team’s efficiency by connecting Xero with betterbunch to automatically create invitations from your invoices.

This feature is available on all betterbunch Pro plans.

How Xero Automation Works 

Important Notes 

Connect your Xero Account 

Frequently Asked Questions

How Xero Automation Works 

When you connect Xero to betterbunch:

  • Approved or completed invoices in Xero trigger betterbunch to automatically create an invitation.

  • Betterbunch pulls the customer name, email, and phone number directly from the invoice.

  • You can customise automation rules to include or exclude certain keywords in your invoices. Learn more about customising your Xero Automation settings. 

Important Notes

  • Xero Automation does not work with cash sale reconciliations because they lack customer contact information.
  • Automation only functions when invoices include customer contact details. This applies to both invoices created manually in Xero and those generated in job management platforms (e.g. Fergus, Mechanic Desk) and synced to Xero.
  • Consider adding a 2–3 day sending delay when setting your Automation Rules. This gives you time to review invitations before they’re sent. Once you’re confident, you can disable the delay.

Connect your Xero Account

Follow these steps to enable Xero Automation:

  1. Log in to your betterbunch account.

  2. Go to the Automation page from the left menu.

  3. Click Connect to Xero.

  4. In the pop-up, log in with your Xero Approver or Admin account.

  5. Select your organisation from the drop-down.

  6. Click Allow access to connect Xero and betterbunch.

  7. Choose when invitations should be sent:

    • Invoice approved

    • Payment complete

  8. Click Save.

  9. (Recommended) Test the connection:

    • Create a dummy invoice in Xero with your own contact details.

    • Mark it as Invoice approved or Payment complete depending on your configuration in step 7

    • Check the invite appears in betterbunch.

Tip: Review Xero automation rules to customise your sending triggers further

Frequently Asked Questions 

Q: How can I prevent return customers from receiving invitations?
Use the cool-off period feature to avoid duplicate invitations for repeat clients within a set timeframe.

Q: How do I stop invitations from being created when a deposit is paid?
Set up Keyword filters. For example, block invoices that contain the word “deposit” in the description, reference, or account code.

Q: What time will my automated invites be sent?
betterbunch uses data-driven “best send time” delivery, ensuring invitations are sent when recipients are most likely to open them.

Q: How do I review communications between Xero and betterbunch?
View your Xero Automation communication logs.