Automated HTML Welcome Email for New Xero Contacts

Crafted with ❤️ by the automation experts at Elegant BizTech.

Summary

This workflow automatically sends a beautiful, personalized HTML welcome email to a new contact the moment they are created in your Xero account.

Description

First impressions matter. When you add a new client or customer to Xero, the opportunity to welcome them warmly and professionally is often missed. Manually sending welcome emails is time-consuming and inconsistent.

This workflow solves that problem by instantly triggering a customizable email that not only welcomes your new contact but also confirms the key details you have on file, building trust and starting the relationship on a high note.

What it does

• Triggers when a new contact is created in Xero.
• Filters to ensure it only runs for new contacts, not updates.
• Fetches the full contact details (Name, Address, Phone) from Xero for personalization.
• Builds a beautifully formatted HTML email using the contact's data.
• Sends the final, personalized email to the new contact via your preferred SMTP service.

Setup Guide

Follow these steps carefully to configure this workflow for your own use.

IMPORTANT: Handling Xero Webhook Signatures

Xero webhooks require a signature verification that the standard n8n Webhook node cannot perform directly. To solve this, this workflow is designed to be used with a simple proxy application.

You must first set up a small Express.js (or similar) application on your own server/VPS.

1. This app receives the webhook from Xero and verifies the signature.

1. Once verified, it forwards the clean JSON payload to the n8n Webhook URL.

The first node in this workflow, Start: New Contact in Xero, contains the URL where your proxy app should send the data.

Step 1: Credentials

This workflow requires two sets of credentials.

• (Node: Fetch Full Contact Details from Xero) Xero Account:

  1. Select the Fetch Full Contact Details from Xero node.
  2. In the Credential for Xero API field, select your existing credential or click Create New to connect your Xero account to n8n.

• (Node: Send Personalized Welcome Email) SMTP Account:

  1. Select the Send Personalized Welcome Email node.
  2. In the Credential for SMTP field, select your existing credential or click Create New to connect your email provider (e.g., Gmail, Outlook, SendGrid) to n8n.

Step 2: Customize Your Email Template

This is where you make the email your own!

1. Select the Build Personalized HTML Email (Code) node.
2. Inside the code editor, you'll need to update the following placeholders:
   • Line 35: Change https://yourdomain.com/images/logo.png to the direct URL of your company's logo.
   • Line 47: Change https://yourdomain.com/ to the link you want the main call-to-action button to go to (e.g., your website or a client portal).
   • Line 53: Change [[email protected]](/cdn-cgi/l/email-protection) to your company's support email address.
   • Line 54: Change [Your Company Name] to your actual company name.

Step 3: Activate Your Workflow

1. Click the Active toggle in the top-right corner of the n8n canvas.
2. Save the workflow.

Now, go to your Xero account, create a new contact, and watch the magic happen! A beautiful, personalized email will be sent automatically.

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Need Help or More Advanced Workflows?

At Elegant BizTech, we specialize in creating powerful, custom automations that streamline your business processes.

• Visit our website: https://www.elegantbiztech.com/
• Contact us for a consultation: [email protected]