Gmail to Xero: Turn Job Requests Into Invoices Without Typing a Word
If you use Xero to run your books, you already know it's great accounting software. It keeps your records clean, your tax sorted, and your accountant happy.
What it doesn't have is a way to take a job request from Gmail and turn it into a Xero invoice without switching tabs, logging in, and typing everything out by hand. That gap costs you 15–20 minutes every time you need to quote.
SMASH fills that gap.
Watch: Gmail to Xero Invoice — Live Demo
This is the full workflow: a customer email lands in Gmail → SMASH reads it → builds the itemised quote → syncs it to Xero. Under 60 seconds. No typing. No copy-paste. No logging into the Xero dashboard.
The Missing Link Between Gmail and Xero
| Without SMASH | With SMASH |
|---|---|
| Read email in Gmail | Read email in Gmail |
| Switch to Xero dashboard | Press SMASH button — stays in Gmail |
| Create new invoice manually | SMASH reads email and builds quote |
| Type customer name, look up contact | Customer pulled from email automatically |
| Enter line items from memory | Line items matched from your catalog |
| Calculate GST manually | GST calculated for your region |
| Save and send | Drop into Gmail reply or send portal link |
| Total time: 15–20 mins | Total time: under 60 seconds |
How the Xero Integration Works
SMASH reads the email. You get a job request. Open it, click the SMASH button. SMASH extracts the customer's name, email, and the job details from the body of the email.
From Email builds the quote. Press From Email. SMASH matches the job details to your SKUs and pricing catalog. Quantities, unit prices, GST — all done. You review it, adjust if needed.
One click to Xero. Press Export to Xero. SMASH authenticates via your Xero OAuth connection and creates the invoice. If the customer is already in your Xero contacts, it attaches to their record. New customers are created automatically.
The invoice is in Xero in under 60 seconds. You never had to leave Gmail.
What Xero Users Are Saying
"I always thought the Xero mobile app was as good as it got. This is so much faster. The invoice is in Xero before I've even replied to the customer's email." — Sarah T., plumber, Christchurch
"Our bookkeeper kept complaining that my Xero records were inconsistent. Since I started using SMASH, everything goes through the same flow and she hasn't mentioned it once." — Marcus H., handyman, Sydney
"I set it up in about 10 minutes. Connected to Xero, uploaded my pricing, opened an email, sent a quote. Couldn't believe it was that simple." — Claire O., cleaner, Auckland
Ready to stop typing quotes?
Free to install. No credit card. Works inside Gmail in 2 minutes.
Add SMASH to Chrome — FreeAlso Good to Know
SMASH works alongside your existing Xero setup — it doesn't replace it. Your accountant still logs into Xero as normal. Your chart of accounts, payment terms, and branding stay exactly as they are. SMASH is purely the speed layer between Gmail and Xero that Xero itself never built.
Related Reading
Frequently Asked Questions
Does SMASH connect directly to my Xero account?
Yes. You authenticate with Xero via OAuth when you set up the integration. After that, one click from the SMASH sidebar pushes the invoice straight to Xero. No manual copying.
Will the invoice appear in Xero correctly — tax codes, account codes, all of it?
Yes. SMASH maps to your Xero account codes and tax rates. Your GST (or VAT in the UK) is calculated automatically based on your region. The invoice appears in Xero exactly as it would if you'd entered it manually.
Can I send the invoice to the customer from Xero after pushing it?
Yes. Once the invoice is in Xero you can send it from there as normal, or use the SMASH portal link to let the customer approve and pay via Stripe directly.
What if I already have the customer in Xero?
SMASH checks your Xero contact list when syncing. If the customer already exists, the invoice is attached to their existing record. If they're new, SMASH creates the contact in Xero automatically.
Does this work for quotes as well as invoices?
Yes. You can create a quote in SMASH, send it to the customer for approval, and then convert it to an invoice and push to Xero once the job is complete.