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December 10, 2015

Send Customized Receipts for Payments in Xero

Let’s face it – we all try to avoid the accounting part of our business.  But when you have an accounting software like Xero, accounting becomes easy and painless.  Whether you’re keeping track of customers and invoices or you’re collecting payments, Xero simplifies the entire process.

With Formstack Documents, you can automatically populate letters, invoices, contracts, and more from your Xero account.  In this example, we’re going to show you how to automatically generate a receipt and send it to our customer when a new payment is received in Xero.

To get started, we’re going to setup our receipt template in Formstack Documents.  From the Documents page in Formstack Documents, click the New Document button and then enter a name for the document.  On the next step, you’ll pick the Build Your Own document type.

Next, you’ll be taken to the Document Builder.  Here, you can setup your template.  Add your logo, company information, and then merge fields for where you want the receipt information to go.  Merge fields look like {$FirstName}, {$LastName}, etc.

Here’s what our receipt template looks like:

Once you’ve finished your template, save it and move on to the Settings tab.  Here you’ll be able to update options like the type of file that you want to generate and the name of the file.  For this example, we’re going to generate a PDF and include the payment number in the file name.


Next, we’re going to setup the email delivery so that our receipt is automatically emailed to our customer.  From the Deliver tab, you’ll see an email delivery there already.  We’re just going to edit this email delivery and change the To address to be the merge field for our customers email address.  Feel free to edit the other settings.

That finishes the setup in Formstack Documents!  To help integrate with Xero, we’re going to use Zapier.

Inside Zapier, create a New Zap.  For the Trigger service, you’ll need to select Xero and then New Receipt as the trigger.

Zapier will have you authenticate your Xero account.  Follow those steps and then save the trigger.
Next, you’re going to setup the Action for the Zap.  Pick Formstack Documents as the service and then pick Create Document Merge as the action.

Zapier will have you authenticate your Formstack Documents account so they can pull in a list of your documents.  Follow those steps.

Next, you’ll be taken to a page where you’ll need to pick the Formstack Documents document that you want to merge.  Go ahead and pick your receipt template that you just setup. 

Once you pick the document, Zapier will load a list of all the merge fields in your document.  For each of the merge fields in your document, you need to pick the corresponding Xero field.

After you’ve mapped all of the fields, save the Zap and turn it on!  Now it’s time to do a test.  Go in Xero and add a new payment.  Zapier will then take that information and send it over to Formstack Documents.  We’ll then populate the receipt and email it out!

Here’s what our receipt looked like:

Congrats, you’re all done!  You can now generate all kinds of documents from Xero.  Can you think of any other ways that you can use Formstack Documents to simplify your paperwork process?

5 min read

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