Answer Xero Invoice and Payment Status Questions on WhatsApp
Yes. AeroChat works directly with Xero. A customer asks whether an invoice is paid, and AeroChat reads the invoice in Xero, with its status, amount paid, amount due and the payments applied, and answers in the chat.
This recipe answers “is it paid?” and “how much is left?” from Xero itself, invoice by invoice. Part of connecting Xero to WhatsApp and AI chat.
What happens today
A customer’s finance clerk messages to check whether last month’s payment cleared an invoice, or why it still shows a balance. Someone in accounts opens Xero, finds the contact, opens the invoice, checks the payments and any credit notes, and writes back. Part payments and credits take the longest to explain, and the clerk often has to ask twice.
The flow that works
- The customer asks about an invoice or a payment.
- AeroChat matches them to their contact in Xero and asks for the invoice number if needed.
- It reads the invoice: its status, total, amount paid, amount credited and amount due, with the due date.
- If it is paid, it confirms the date it was fully paid. If part is paid, it lists the payments applied and the balance left.
- If the customer says they paid but Xero still shows an amount due, it hands the conversation to your accounts team with the details.
What it looks like on WhatsApp
Customer: Hi, we paid INV-1042 last week. Is it settled? (example)
AeroChat: Thanks for checking. Xero shows a payment of S$1,500.00 on 4 November against INV-1042. The invoice total is S$1,850.00, so S$350.00 is still due, by 30 November.
Customer: Ah, we missed the delivery charge. Will pay the rest today.
In Xero: nothing changes. AeroChat read the invoice and the payment applied to it.
The recipe
Copy this into AeroChat
When a customer asks whether an invoice is paid or what they still owe, follow these steps.
- Match them to their contact in Xero by their company name, email or phone number. If you are not sure it is them, ask for an invoice number and the amount to confirm.
- If they name an invoice, find it by its invoice number for that contact. If not, list their invoices that are still awaiting payment.
- For each invoice, tell them the status, the total, the amount paid, any amount credited and the amount due, with the due date.
- If the invoice is fully paid, confirm the date it was paid.
- If part is paid, list each payment applied with its date and amount, and the balance left.
- If they say they have paid but Xero still shows an amount due, ask for the date, amount and how they paid, and hand the conversation to our accounts team.
Never mark an invoice as paid, record a payment or change an invoice. Never share another contact’s invoices. Reply in the customer’s language.
Add your payment terms and how long bank transfers take to show in your knowledge base before you paste it.
What to connect
- Xero. Approve access through Xero’s sign-in screen when AeroChat asks. There is no API key to copy. You can remove the connection at any time from the connected apps list in Xero.
- Your knowledge base. Add your payment terms, how customers can pay, and how long a payment takes to be recorded.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Xero, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Xero’s public documentation, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- How AeroChat confirms who the customer is before it shares an invoice.
- Who handles payment claims that Xero does not show yet.
- Whether to mention overdue invoices the customer did not ask about.
The result to expect
Customers know what is paid and what is left the moment they ask, so balances get cleared sooner. Your accounts team only handles payments that have not been recorded yet.
Measure it with your own numbers: payment status questions answered by hand per month, and days from invoice to payment, before and after.
Next: send a statement of account from Xero, or send invoice copies.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, Telegram, the chat on your website and email, with the same Xero connection behind it. See every channel on the Xero integration page.
Related guides
- Automate Payment Links in Chat
- Payment link
- WhatsApp payment reminder templates
- WhatsApp Payment Links That Confirm the Order When Paid
Answer payment questions from Xero
Paste the recipe, approve Xero access, and ask your own number whether one of your part-paid invoices is settled.
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