Xero Gmail extension
YOU LIVE IN GMAIL. XERO IS YOUR LEDGER.
Quote in Gmail. Sync to Xero.
SMASH is a Chrome extension that docks in your Gmail sidebar. Scan the customer’s email or talk the job — get a priced, tax-ready Xero quote or invoice, send from the same thread, and push the finished document to Xero without opening another tab.
Built for Xero users who bill from email. OAuth sync to your Xero organisation. QuickBooks supported on the same sidebar.
Install SMASH for Gmail — Free Full feature tour →
What is the best Xero Gmail extension?
SMASH adds a Xero-connected quote and invoice builder inside Gmail. Press From Email to scan the open message, or Start Recording to dictate the job. Line items map to your Xero products and services, tax codes apply automatically, and one click syncs the quote or invoice to Xero while Insert Reply attaches the PDF to your Gmail thread.
Simple as: read Gmail → build the Xero document → sync to your ledger → send from your inbox.
Works with Xero and Gmail on desktop Chrome. Need another stack? Email dan@smashinvoices.com.au
"Builders email cutting lists. SMASH matches our Xero codes and syncs the quote while I’m still in the thread."
— Dawie O. — timber supplier, Queensland
Manual Xero entry vs. SMASH in Gmail
Why desk-based operators stop opening xero.com for every quote.
| Step | Typical Xero workflow | SMASH Xero Gmail extension |
|---|---|---|
| Read customer email | Copy-paste into Xero | From Email scan in sidebar |
| Line items & tax | 10–15 min typing | Catalog + tax codes auto-applied |
| Send to client | Separate email + PDF export | Insert Reply in same Gmail thread |
| Ledger updated | Already in Xero | One-click sync — no double entry |
From Gmail to Xero quote
Scan it. Price it. Sync it.
The customer already wrote the job in Gmail. SMASH extracts quantities, contacts, and scope, maps your Xero items and tax codes, and prepares a quote ready to sync — while you stay in the inbox.
- From Email — Structured Xero quote from the open Gmail message.
- Live Xero items — Products and services synced via OAuth.
- Insert Reply — Cover letter + PDF in the same thread.
Voice to Xero lines
Talk the job. Skip the ledger tab.
Describe labour, materials, and call-out fees out loud. SMASH transcribes, matches your Xero price list, and builds line items with the right GST, VAT, or sales tax — then pushes to Xero when you approve.
- Natural speech — Explain the job like you would to the client.
- Tax codes — Uses your Xero tax settings per line.
- Under 60 seconds — Review in Gmail, sync, send.
Accepted → invoiced in Xero
Approve. Pay. Reconcile.
Clients approve quotes from a mobile portal link. Accepted quotes convert to Xero invoices without retyping. Card payments reconcile against the invoice in Xero when the job is done.
- Quote chaser — Automated follow-ups on open Xero quotes.
- Online accept — Client approves before work starts.
- Payment sync — Stripe payments match your Xero invoice.
Outgoing quotes and invoices — not bill capture.
Xero OAuth sync
Connect once — quotes and invoices push to your organisation.
Gmail From Email
Parse enquiries and attachments into Xero line items.
Voice to quote
Dictate scope; SMASH fills priced Xero rows automatically.
Xero catalog live
Items, contacts, and tax codes stay current in the sidebar.
Quote or invoice
Same Gmail workflow for estimates and tax invoices.
Quote chaser
Follow up on unaccepted quotes — beyond native Xero reminders.
Multi-region tax
AU, NZ, UK, US, CA — Xero tax codes respected per line.
Hubdoc is AP
Hubdoc captures bills in — SMASH creates outgoing quotes out.
Frequently asked questions
Does SMASH replace Xero?
No. Xero stays your ledger, BAS, and accountant handoff. SMASH is the Gmail sidebar that builds and sends quotes and invoices faster, then syncs the finished record into Xero.
How is SMASH different from Hubdoc or Xero email-to-inbox?
Hubdoc and Xero inbox tools focus on supplier bills (accounts payable). SMASH creates outgoing client quotes and invoices from Gmail and syncs them to Xero receivables.
Do I need to leave Gmail to sync to Xero?
No. Build, send, and sync from the Chrome sidebar beside your inbox. Open xero.com only when your accountant needs you to — not for every customer email.
Which Xero plans work with the Gmail extension?
Any Xero organisation with quoting and invoicing enabled. Connect with OAuth in under a minute.
Can I email the quote from Gmail, not Xero’s blue box?
Yes. Insert Reply puts a professional cover letter and PDF in your Gmail compose window — sent from your address, not a generic accounting notification.
What does the Xero Gmail extension cost?
Five quotes or invoices per month free. Unlimited documents and Xero sync from $15/month on Starter.
Your inbox is where the job starts.
Install the Xero Gmail extension and sync the next quote before your competitor replies.
Add SMASH to Chrome — Free