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 in transit under TLS 1.3. Anything Well holds between Gmail and Xero is encrypted at rest and handled in line with GDPR.

Gmail to Xero

Available

Native · Gmail

Native · 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

Retire manual AP entry

Close the loop between your inbox and Xero without typing a single bill.

Capture bills on arrival

Every SaaS, travel, and supplier bill lands in Xero the day it arrives.

Consistent tax codes

Apply the same tax and tracking logic to every bill so reports stay clean.

Source PDF on every bill

Keep the original document attached to each Xero bill for audit and review.

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

28 agent skills run on Gmail and Xero.

Each one answers a question from the data this pair brings in. The required ones return nothing until a source like it is connected.

Needs a source like these

Prefill Form 1120

Get page 1 of your 1120 back as a PDF with your own book figures already in the boxes, and a list of every box left for your preparer.

Prefill Form 1099-NEC

Get one 1099-NEC per contractor back as a PDF with your own posted figures already in box 1, and the list of payees you cannot file for yet.

VAT radar

See the VAT position your data suggests for a quarter, and which invoices to fix first.

Accounting reports

Read your profit and loss or balance sheet from QuickBooks, Xero or Pennylane.

Answers better with these connected

Runway

Know how many months of cash you have at your current burn, with both sides of the division shown.

Cost structure

See a company's or household's spend by category, supplier and trend; not for savings: use Subscription spend.

Receivables aging

See which customers still owe you money: the unpaid and overdue invoices, how late each is, and the total.

Bills due

See what you owe and when, ordered by due date with a running total.

Rank clients by LTV

Rank your most valuable customers by lifetime value, over a year you name or their whole life.

FX exposure

See how much of your cash and receivables sit outside your reporting currency.

Company profile

Everything you know about one company, in one view.

Payment and invoice lookup

Find what payment settled an invoice, or catch every payment that never got one.

Missing receipts

Find the bills with no paperwork attached, before an auditor does.

Recurring revenue

See the monthly run-rate of live subscriptions, or an invoice average when no typed subscriptions are present.

Close the books

Drive the month-end close from open to sent to your accounting tool.

Payables aging

See what you owe your suppliers, and how long each bill has been past due.

Board pack

The board numbers in one pass, each with its scope and its window stated.

Compose a board

The measures you name, arranged on one board that stores the question rather than the answer.

Revenue by customer

See how much each customer billed in a period, ranked by revenue, with the part you could not place named.

Supplier spend register

See what each supplier invoiced you over a year, ranked, with unplaced invoices counted.

Unposted and blocked

See what in a month has not reached the ledger, and which pile each item sits in.

Check bank and books

Compare your bank with your books, list the gaps, and re-run what missed rows.

Money back

Find money owed back to you: refunds, credit notes, VAT credits, double debits, then unpaid customer invoices.

Check contractor status

For each supplier that looks like a freelancer, read the purchase invoices, the payment rail and any contract Well holds, and state the facts a requalification question turns on, next to the papers your country expects you to keep.

Uses them when they are there

Chart of accounts

Read the accounts your workspace posts to, number by number.

Connects and checks them

Check your connections

See what is connected, what is syncing, and what is missing.

Build your context graph

Connect your AI apps and your tools, then see your business as one context graph.

Tax id chase

The companies you deal with that carry no tax identifier, listed before year end.

Browse all skills

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. Anything Well holds between Gmail and Xero is encrypted at rest and handled in line with GDPR.

OAuth 2.0Encrypted at restGDPR compliant

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
Not granted. A session resolves only to the workspaces your account belongs to, and Well checks that membership before it returns any record.
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 in transit under TLS 1.3. Anything Well holds between Gmail and Xero is encrypted at rest and handled in line with GDPR.