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Automated invoice creation & customer communication with Jotform, Xero, Outlook & Telegram

AppUnits AIAppUnits AI
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2/3/2026
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Automated Invoice Creation & Team Notification with Jotform, Xero, Outlook, and Telegram

This workflow automates the entire process of receiving a product/service order, checking or creating a customer in Xero, generating an invoice, emailing it, and notifying the sales team for example after sometime if no action has been taken yet (via Telegram) — all triggered by a form submission (via Jotform).

How It Works

  1. Receive Submission
  • Triggered when a user submits a form.
  • Collects data like customer details, selected product/service, etc.
  1. Check If Customer Exists
  • Searches Xero to determine if the customer already exists.
  • ✅ If Customer Exists: Update customer details.
  • ❌ If Customer Doesn’t Exist: Create a new customer in Xero.
  1. Create The Invoice
  • Generates a new invoice for the customer using the item selected.
  1. Send The Invoice
  • Automatically sends the invoice via email to the customer.

  1. Wait For Sometime Now we will wait for 30 seconds (by default, you can change it) and then get the invoice details from Xero

  2. Notify The Team

  • Notifies the sales team for example via Telegram in case no action has been taken on the invoice and thus the team can act fast.

Who Can Benefit from This Workflow?

  • Freelancers
  • Service Providers
  • Consultants & Coaches
  • Small Businesses
  • E-commerce or Custom Product Sellers

Requirements

  • Jotform webhook setup, more info here
  • Xero credentials, more info here
  • Make sure that products/services values in Jotform are exactly the same as your item Code in your Xero account
  • Email setup, update email node (Send email), more info about Outlook setup here
  • LLM model credentials
  • Telegram credentials, more info here

n8n Workflow: Automated Invoice Creation & Customer Communication with Jotform, Xero, Outlook & Telegram

This n8n workflow automates the process of creating invoices in Xero, sending customer notifications via Outlook, and internal team alerts via Telegram, all triggered by a Jotform submission. It includes conditional logic to handle different scenarios based on the form data.

What it does

This workflow streamlines your invoicing and communication by:

  1. Listening for New Jotform Submissions: The workflow is triggered whenever a new form is submitted through a configured Jotform webhook.
  2. Evaluating Submission Data: It uses an "If" node to check a specific condition from the Jotform submission (the exact condition is not visible in the JSON but is implied by the branching).
  3. Conditional Processing (Branch 1 - True):
    • Creates an Invoice in Xero: If the condition is true, it proceeds to create an invoice in your Xero account.
    • Sends Customer Email via Outlook: An email notification is sent to the customer using Microsoft Outlook, likely containing invoice details or confirmation.
    • Sends Internal Telegram Alert: A message is sent to a specified Telegram chat, informing the team about the new invoice and customer communication.
  4. Conditional Processing (Branch 2 - False):
    • Sends Internal Telegram Alert: If the initial condition is false, it sends a different message to a Telegram chat, indicating that the condition was not met and potentially requiring manual review.
  5. AI-Powered Code Execution (Unconnected): The workflow includes an "AI Agent" and "OpenAI Chat Model" which are currently not connected to the main flow. These nodes suggest potential for future enhancements involving AI-driven data processing, natural language understanding, or dynamic content generation based on form submissions.
  6. Code Node (Unconnected): A "Code" node is present but unconnected, indicating a placeholder for custom JavaScript logic.
  7. Wait Node (Unconnected): A "Wait" node is present but unconnected, which could be used to introduce delays in the workflow for rate limiting or timed actions.
  8. Switch Node (Unconnected): A "Switch" node is present but unconnected, offering potential for more complex conditional routing based on multiple values.
  9. Sticky Note (Unconnected): A "Sticky Note" is included, likely for documentation or temporary notes within the workflow.

Prerequisites/Requirements

To use this workflow, you will need:

  • Jotform Account: To set up a webhook that triggers the workflow.
  • Xero Account: With appropriate API access configured in n8n credentials.
  • Microsoft Outlook Account: Configured for sending emails via n8n credentials.
  • Telegram Account: With a bot token and chat ID configured for sending messages.
  • n8n Instance: Running and accessible.
  • OpenAI API Key (Optional): If you intend to connect and utilize the "AI Agent" and "OpenAI Chat Model" nodes.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Webhook:
    • Activate the "Webhook" node.
    • Copy the webhook URL generated by n8n.
    • In your Jotform, configure a webhook integration for your desired form, pasting the n8n webhook URL.
  3. Configure Credentials:
    • Set up your Xero credentials in n8n.
    • Set up your Microsoft Outlook credentials in n8n.
    • Set up your Telegram credentials (bot token and chat ID) in n8n.
  4. Customize "If" Node:
    • Open the "If" node and configure the condition(s) based on the data you expect from your Jotform submissions. This will determine which branch of the workflow is executed.
  5. Customize Xero Node:
    • Configure the "Xero" node to correctly map Jotform submission data to the fields required for invoice creation (e.g., customer name, items, amounts).
  6. Customize Microsoft Outlook Node:
    • Configure the "Microsoft Outlook" node to create the desired email subject and body, dynamically inserting customer and invoice details from previous nodes.
  7. Customize Telegram Nodes:
    • Update the "Telegram" nodes with the specific chat IDs and messages you want to send for both success and failure scenarios.
  8. Activate the Workflow: Once configured, activate the workflow in n8n.

Now, every time a new form is submitted in Jotform, this workflow will automatically create an invoice in Xero, notify the customer via email, and send internal alerts via Telegram based on your defined conditions.

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