Automate the creation of invites with Xero

Xero Automation takes the manual work out of creating invitations by connecting your Xero account with betterbunch.

Once connected, betterbunch can automatically create an invitation using the customer details attached to an eligible Xero invoice.

How Xero Automation works

When an eligible invoice reaches the trigger you've selected in Xero, betterbunch receives the customer's name, email address and phone number from the invoice and uses these details to automatically create an invitation. 

This works for invoices created directly in Xero, as well as invoices created through job management software like Fergus or Mechanic Desk and then synced through to Xero. 

Connect Xero to betterbunch

To set up Xero Automation:

1. Log in to your betterbunch account.
2. Select Automation from the left-hand menu.
3. Find Xero and click Connect.
4. Log in to Xero using an Approver or Admin account.
5. Select the Xero organisation you'd like to connect.
6. Click Allow access to give betterbunch permission to communicate with Xero.
7. Once your account is connected, you'll be prompted to configure your Xero automation settings. 

Configure your Xero automation settings

Once connected, you can decide which Xero invoices should create invitations and when those invitations should be sent.

Choose when to create invitations

Choose the stage in Xero that should trigger an invitation:

• Invoice approved
• Payment complete

Choose the option that best matches how your team uses Xero and when you consider a job or service complete. 

Set your invoice keyword filters

Keyword filters give you more control over which Xero invoices should create invitations.

betterbunch checks the Description, Reference and Account Code fields on your Xero invoices for any keywords you add.

You can choose to:

• Send invites if the invoice contains the keyword
• Don't send invites if the invoice contains the keyword

You can use either single words or phrases. Press Enter after each word or phrase to add it as a separate keyword. For example, you might add:

• deposit
• part payment
• warranty call-back

Keywords aren't case-sensitive, so Deposit, deposit and DEPOSIT will all be treated the same.

If you enter a phrase, betterbunch will look for that whole phrase together. For example, adding part payment will look for the words “part payment” together, rather than matching “part” or “payment” individually.

This is especially useful if you want to exclude deposit or part-payment invoices, or only send invitations for invoices containing a specific service, account code or reference

 

Set a sending delay

You can also choose to delay invitations before they are sent.

We recommend starting with a 2–3 day sending delay when you first connect Xero. This gives you time to review the invitations being created in your Invitations page, and make sure everything is working as expected. Then, once you're comfortable with the automation, you can shorten or remove the delay.

When you're happy with your settings, click Save.

Edit your Xero automation settings

Already connected to Xero?

You can update your settings at any time:

1. Go to Automation.
2. Find your Xero connection and click Edit.
3. Update your automation settings.
4. Click Save.

Your Xero-specific settings, including your invoice trigger, keyword filters and sending delay, are managed from this page.

Other invitation rules, like your cool-off period, promoter retargeting, no-interaction retargeting and quiet times, are managed separately under Settings > Rules.

Frequently Asked Questions

How can I stop repeat customers from receiving invitations too often?

Use the Cool-off Period under Settings > Rules.

This prevents another invitation being sent to the same customer within a timeframe you choose and is useful for repeat customers or commercial clients.

How do I stop deposit invoices from creating invitations?

Go to Automation > Xero > Edit and use your Invoice Keyword Filter.

Add terms that appear on your deposit invoices, such as deposit, part payment or 50% deposit, then set the filter to exclude invoices containing those terms.

Keywords are matched against the invoice description, reference or account code.

Where do I change my sending delay?

Go to Automation > Xero > Edit.

Your sending delay is managed alongside your other Xero-specific automation settings.

Where do I change my cool-off period, retargeting or quiet times?

These settings apply more broadly to your betterbunch invitations, so they're still managed under Settings > Rules.

From here, you can update your:

• Cool-off period

• Promoter retargeting

• No-interaction retargeting

• Quiet times

What time will my automated invitations be sent?

Xero creates the invitation when the invoice reaches the trigger you've selected.

If you have a sending delay applied, the invitation will remain queued until that delay has passed. It will then be scheduled to send at the best send time that day, helping your invitation reach the customer at a time they're more likely to engage.

Your other invitation rules, including quiet times, will also apply.

How do I review the communication between Xero and betterbunch?

Go to Automation > Logs to view your Xero Automation Logs.

From here, you can check the information being received from Xero and review any issues with invitations being created.