How often does Gmail data sync to Xero?

Gmail pushes events to Well in real time via webhooks, so most records land within a minute of the underlying action. Each event is matched immediately and reaches Xero within a confidence window: above 85% it posts, 55-85% queues for review, below 55% is refused.

Will every Gmail record post to Xero automatically?

Not always. Within seconds of Gmail firing the event, Well scores the record on field completeness, counterparty strength, and policy fit. Above the 85% default auto-link threshold Well forwards the reconciled document to your Xero email-in address and Xero drafts the record from it for you to confirm. Between 55% and 85% the record waits in the review queue with the alternative matches ranked. Below the 55% default review threshold the record is refused and the candidate list kept so you can pin the right entry by hand.

Does Well handle multi-currency records between Gmail and Xero?

Gmail carries the original transaction currency on every record and Xero natively ledgers in multiple currencies. Well preserves the original amount, applies your Xero chart-of-accounts conversion rules at posting time, and both the source and converted amounts ride on the document Well forwards to Xero, so the Xero entry you post keeps both sides of the trade.

Can I customise which Gmail fields are sent to Xero?

The default mapping turns every parsed Gmail attachment into a Xero-shaped record (vendor, amount, due date, tax). From the integration settings page you can adjust the parsing prompt, force a vendor mapping, attach the original PDF on a specific Xero field, or compute a tag from your connected data. Custom mappings are versioned so a change does not retroactively touch already-posted Xero entries.

What happens if a Gmail record fails to post to Xero?

When a record fails to post to Xero (validation rule, missing field, transient 5xx), Well retries automatically with backoff. Auth failures short-circuit the retry loop and notify the workspace owner; schema rejections are kept on the integration status page with a one-click retry-after-fix action pointing back at the original Gmail record. Nothing silently drops.

How does Well authenticate with Gmail and Xero?

Gmail runs a manual OAuth 2.0 flow that you approve inside Gmail; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Xero email-in address once it clears the matching threshold; Xero creates the draft record from it and you confirm and post it. Well holds no write credential to Xero. Tokens are encrypted at rest and in transit under TLS 1.3. Gmail and Xero together cover multiple regions; Well's storage region is configured per workspace.

Gmail to Xero

AvailableNative · GmailNative · Xero

Connect Gmail to Xero with Well

Stop forwarding PDFs manually to your accountant: Gmail invoices reach Xero parsed, vendor-resolved, and ready for one-click sign-off per closing window.

Connect both toolsView all integrations

Gmail

Source

The Gmail integration turns your inbox into an automated invoice capture flow.

Xero

Target

The Xero integration connects Well to your accounting platform for bidirectional data flow.

Why this pair

Suppliers send invoices as PDF attachments; Xero accepts bills via a structured invoice API.

Connecting Gmail to Xero through Well turns each emailed PDF into a Xero bill draft, complete with vendor matched to the Xero contact list, tax broken out by rate, and the original PDF kept on the record.

What Well does between Gmail and Xero

One-way: Gmail into Well into Xero
Sync mode: Real-time webhooks
Events arrive within a minute

Trigger from Gmail

5 events · pick one

Well engine·recipe·When an invoice PDF arrives as an attachment

Source

from email · live webhook

Vercel Sarl

via Gmail

Invoice

When an invoice PDF arrives as an attachment

INV-2026-04-100 · 22 Apr 2026€1,284.00

Extract

6 fields read from Gmail

6 fields read

VendorVercel Sarl
Invoice numberINV-2026-04-100
Issue date22 Apr 2026
Total€1,284.00
Tax€256.80

Enrich

against your historical record graph

5 fields added

Legal entityVercel Sarl
Tax idFR67898212340
Domainvercel.com
Ledger account6156 · Hosting

Confidence97%

<55% refused55–85% review≥85% auto-posts

Post

post as draft bills

Create a draft bill in Xero

auto-posted

posted

TypeBill
VendorVercel Sarl
Amount€1,284.00
Ledger6156 · Hosting
Source docattached
Confidence97%

audit linkto Xero

Action in Xero

1 compatible with this trigger

Create a draft bill in Xero

What Well does with Gmail invoices on the way to Xero.

01Featured

Capture supplier invoices from email

Well watches Gmail for attachments matching invoice patterns, extracts amount, VAT, supplier, and due date in Well, then forwards the PDF to Xero's email-in inbox. The original message ID stays on the document so the audit trail traces from Xero back to the email that delivered the invoice.

Route personal-card vs supplier receipts

Receipts arriving in Gmail from employee personal cards are kept on the expense-reimbursement path inside Well, while supplier invoices route to the supplier-bill path. The category is decided from the sender domain plus the invoice format, so the right document type lands at Xero rather than a mixed pile.

Resolve a new vendor from the invoice header

When an invoice arrives from a vendor Well does not recognise, the header (legal name, tax ID, bank IBAN) is parsed and a vendor record is proposed inside Well. The matched document is then forwarded to Xero with the proposed match so Xero's OCR can resolve it on arrival.

Catch missing attachments before delivery

If an Gmail invoice references a credit memo or a delivery note that did not arrive, Well flags the missing attachment inside its own queue and holds delivery until you forward the supporting document. Documents reaching Xero always carry their supporting paperwork.

10 signals and actions across Gmail and Xero

When an invoice PDF arrives as an attachment
Pulls from your Gmail inbox. Picks up emails matching has:attachment filename:pdf and runs the document through extraction. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Invoice
When an email arrives from a sender domain already in your vendor list
Pulls from your Gmail inbox. The vendor is matched against your existing company records. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Invoice
When an email attachment is processed by Well
Pulls from your Gmail inbox. Receipts, invoices, statements: any PDF attachment is read and captured into your records. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Document
When an email arrives from a sender domain not yet in your vendor list
Pulls from your Gmail inbox. Well prepares a new vendor record from the email and document headers for your confirmation. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Invoice
When an email with an invoice attachment is received
Pulls from your Gmail inbox. Well picks up any received email with a PDF attachment; forwarded headers are recovered automatically. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Invoice
When an email with a bill attachment is processed by Well
Pulls from your Gmail inbox. Well's AI extracts the bill from the attached PDF and matches the vendor against your existing records. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Invoice
Create a draft bill in Xero
Driven by emailed invoices, receipts, and notifications. Well forwards the PDF to your Xero email-in address; Xero creates a draft bill via Hubdoc with contact, dates, totals, line items, and tax type pre-filled. You review and post.
Action·Invoice
Resolve a Xero contact from the document
Driven by emailed invoices, receipts, and notifications. Hubdoc reads the contact name and trading address off the PDF to match the vendor. You confirm or merge on first sight.
Action·Company
Pre-fill the Xero tax rate from the document
Driven by emailed invoices, receipts, and notifications. Hubdoc extracts the tax type and applies it on the draft bill. You confirm before posting.
Action·Invoice

Reference

Field mapping for Gmail → Xero

10 fields across 2 record types, open to see the full table.

Invoice fields

7 fields flow from Gmail into Xero.

Gmail field	Label		Xero field	Label
extracted.invoice_number	Invoice number	→	InvoiceNumber	Invoice number
extracted.issue_date	Issue date	→	Date	Bill date
extracted.due_date	Due date	→	DueDate	Due date
extracted.total	Total	→	Total	Total
extracted.subtotal	Subtotal	→	SubTotal	Subtotal
extracted.tax	Tax	→	TotalTax	Tax
extracted.currency	Currency	→	CurrencyCode	Currency

Company fields

3 fields flow from Gmail into Xero.

Gmail field	Label		Xero field	Label
extracted.vendor_name	Vendor name	→	Name	Contact name
extracted.vendor_domain	Vendor domain	→	Website	Website
extracted.vendor_tax_id	Vendor tax id	→	TaxNumber	Tax number

Connect Gmail and Xero in three steps.

1
Connect Gmail
Click Connect with Google; Google asks which mailbox to scope and returns a refresh token and authorise read access to invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers. Access tokens are exchanged and refreshed automatically before they expire, and the grant is revocable from your Google Workspace.
- AuthConnect
2
Map your accounts
Well discovers the Gmail attachments matching your invoice pattern (invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers) and the the Xero draft bills queue populated by Hubdoc. Tune the parsing prompt once on the first ten records; Well saves the mapping and applies it to every subsequent attachment above 85% confidence.
- Auto-post above85% confidence
- Overridemanual anytime
3
Connect Xero
Click Connect with Xero; Well's OAuth proxy handles Xero authorisation through Dynamic Client Registration. Xero's MCP server registers a write-scoped Well client through DCR; no credential paste, no shared secret.
- AuthOAuth 2.0
- First syncup to an hour

How Gmail and Xero stay secure with Well

Well calls Gmail with an OAuth 2.0 token scoped to read-only access. Gmail's consent screen lists the scopes before you approve; access tokens are exchanged and refreshed automatically before they expire. Well's storage region is configured per workspace regardless of where Gmail and Xero host theirs.

OAuth 2.0Storage region per workspaceGDPR-aligned

Scopes Well requests

Read Gmail records
Scoped to invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers. No access to anything else in your Gmail account.
granted
Deliver documents to your Xero inbox
Well forwards the extracted document to your Xero email-in address; Xero reads draft bills via email-in, with contact, dates, totals, and related records from it and you review and post. No write credential to Xero is requested.
granted
Modify or delete Gmail records
Not granted. Gmail is read-only on Well's side; the source of truth never moves.
refused
Read other workspaces' data
Encryption keys are per-workspace; another tenant's records are inaccessible by design.
refused

Disconnect any time from Well settings or Gmail’s admin panel.

Frequently asked questions about Gmail and Xero on Well

01How often does Gmail data sync to Xero?: Gmail pushes events to Well in real time via webhooks, so most records land within a minute of the underlying action. Each event is matched immediately and reaches Xero within a confidence window: above 85% it posts, 55-85% queues for review, below 55% is refused.
02Will every Gmail record post to Xero automatically?: Not always. Within seconds of Gmail firing the event, Well scores the record on field completeness, counterparty strength, and policy fit. Above the 85% default auto-link threshold Well forwards the reconciled document to your Xero email-in address and Xero drafts the record from it for you to confirm. Between 55% and 85% the record waits in the review queue with the alternative matches ranked. Below the 55% default review threshold the record is refused and the candidate list kept so you can pin the right entry by hand.
03Does Well handle multi-currency records between Gmail and Xero?: Gmail carries the original transaction currency on every record and Xero natively ledgers in multiple currencies. Well preserves the original amount, applies your Xero chart-of-accounts conversion rules at posting time, and both the source and converted amounts ride on the document Well forwards to Xero, so the Xero entry you post keeps both sides of the trade.
04Can I customise which Gmail fields are sent to Xero?: The default mapping turns every parsed Gmail attachment into a Xero-shaped record (vendor, amount, due date, tax). From the integration settings page you can adjust the parsing prompt, force a vendor mapping, attach the original PDF on a specific Xero field, or compute a tag from your connected data. Custom mappings are versioned so a change does not retroactively touch already-posted Xero entries.
05What happens if a Gmail record fails to post to Xero?: When a record fails to post to Xero (validation rule, missing field, transient 5xx), Well retries automatically with backoff. Auth failures short-circuit the retry loop and notify the workspace owner; schema rejections are kept on the integration status page with a one-click retry-after-fix action pointing back at the original Gmail record. Nothing silently drops.
06How does Well authenticate with Gmail and Xero?: Gmail runs a manual OAuth 2.0 flow that you approve inside Gmail; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Xero email-in address once it clears the matching threshold; Xero creates the draft record from it and you confirm and post it. Well holds no write credential to Xero. Tokens are encrypted at rest and in transit under TLS 1.3. Gmail and Xero together cover multiple regions; Well's storage region is configured per workspace.