Automate Invoice Delivery and Financial Emails with Mailgun and Xero

Sending invoices, chasing payments, and keeping clients informed about their account status takes time away from running your business. By connecting Mailgun and Xero through Neotask, you can automate the entire email side of your accounting workflow. Mailgun handles reliable transactional email delivery and tracking, while Xero manages your invoices, expenses, and reconciliation. Together, they create a hands-free billing communication system that keeps your cash flow moving.

What You Can Automate

Automated Invoice Delivery When Xero generates a new invoice, Neotask triggers Mailgun to send it directly to your client. Track opens and delivery confirmations so you always know whether an invoice landed in the inbox.

Payment Reminder Sequences Set up multi-step reminder emails that fire automatically based on invoice due dates in Xero. Neotask monitors outstanding balances and instructs Mailgun to send polite reminders at 7 days, 1 day, and after the due date passes.

Payment Confirmation Emails When Xero marks an invoice as paid, Neotask immediately sends a branded payment receipt through Mailgun. Clients get instant confirmation without any manual effort on your end.

Expense Report Notifications When expense reports are submitted or approved in Xero, Neotask uses Mailgun to notify the relevant team members, keeping approvals moving without back-and-forth messages.

Describe what you need

Neotask configures the automation

It runs on autopilot

Example prompts you can give Neotask:

"Send an email through Mailgun every time Xero creates a new invoice for a client."

"Email me when a Xero invoice is 3 days overdue and send the client a reminder."

"Send a payment confirmation email via Mailgun as soon as an invoice is marked paid in Xero."

"Notify my team through Mailgun when a new expense report is approved in Xero."

"Validate client email addresses in Mailgun before sending invoices from Xero."

Tips for Getting the Most Out of This Integration

Use Mailgun's delivery tracking to confirm invoices were received before sending follow-up reminders.

Keep your Xero contact email addresses validated through Mailgun to reduce bounce rates on billing emails.

Build a consistent reminder cadence in Neotask so overdue invoices are followed up automatically without manual checks.

Use Xero's reporting to identify clients with repeated late payments, then set up a tighter reminder sequence for those accounts.

Frequently Asked Questions

Do I need coding skills to connect Mailgun and Xero? No. Neotask lets you describe the workflow in plain language and handles the configuration for you.

Can Neotask send different email templates for different invoice types? Yes. You can instruct Neotask to use specific Mailgun templates based on invoice values, client categories, or other Xero data.

Will payment reminders stop automatically once an invoice is paid? Yes. Neotask checks the invoice status in Xero before each send, so paid invoices are excluded from reminder sequences.

Can I track whether clients opened their invoices? Yes. Mailgun provides delivery and open tracking, and Neotask can surface that data or trigger follow-up actions based on whether an email was opened.

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