Nobody was assigned to chase
The report listed twelve late invoices, and each person assumed another would contact the customer.
BoldBellowsXero to Trello automation for a due-date action board
Xero to Trello automation that turns aging bills and debtors into cards with real due dates and owners
An aged receivables report tells you what is late, not who will act on it. BoldBellows connects Xero to Trello so payable and receivable aging transitions that need a person become cards in the right list, each card inherits the real due date, carries a checklist and an owner, is keyed by the Xero document GUID in a custom field, and closes only when Xero shows the agreed settlement state, including a part-payment that reduces AmountDue without settling the document.
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One-off setup from $290
No monthly subscription
- Xero invoices to Trello card, only when action is needed
- Card keyed by the Xero document GUID
- Closes when Xero says it is settled
- Real due dates a card inherits the document's due date, so the board is ordered by when money is actually expected
- Cards only for action payable and receivable aging transitions that need a person create a card; routine ones do not
- One card per document the Xero document GUID sits in a custom field, so a repeat updates the same card
- Closed on settlement a card closes when Xero reports the agreed settlement state, not when someone drags it
- Paid one time starting at $290, with the runbook handed over as a PDF
Chapter 01 the follow-up problem
An aged-debtor report names the late invoices and leaves the chasing to memory
Finance teams know what is overdue. What goes wrong is ownership: who rings the customer, who approves the bill that is about to be late, and whether the last chase worked. Without a place for those actions, the same invoices appear on the report week after week.
The same twelve invoices were on the report every week, and nobody's name was next to any of them.
Cards carried the wrong dates
Due dates were typed in by hand and drifted from Xero, so the board showed a bill as safe when it was already late.
A part-payment closed the card
A customer paid half of an invoice, the card was dragged to Done, and the remaining balance was forgotten.
Before
After
Before
- Copies invoices into cards with no action decision
- Identifies a card by an invoice number typed in the title
- Makes another card whenever Trello answers slowly
After
- Filters for payable and receivable aging transitions that need human action
- Produces owned cards, checklist evidence, due dates and settlement closure
- Goes back to Xero so that a part-allocation always has someone responsible
Chapter 02 How it works
How a Xero aging change becomes a card that closes itself
To sync Xero data to Trello only when action is needed, the route decides whether a person is needed, creates the card once with its date, and closes it on the state Xero reports.
Read the accountable source state
The invoice or bill and its payment state are retrieved from Xero, and only a transition that needs human action is allowed through.
Create the card once
The document GUID is claimed in a custom field, the card is placed in the right list with the real due date, a checklist and an owner, and a repeat delivery updates that card.
Follow the settlement
Part-payments update the balance on the card, a full settlement closes it, and any case the rules do not cover opens an operator exception.
Platform notes behind the Trello route
- Trello card fields: Trello cards expose due dates, checklists, members and custom fields, which is where the date, the steps, the owner and the document key are kept.
- Payments in Xero: Payments can be read for any invoice or credit note, so a card shows what has actually been paid, not what was expected.
- Webhook signatures: A webhook from Xero is trusted only once its signature is verified, so a forged notice cannot create a card.
Chapter 03 What ships in the build
Date to closure: how the Xero Trello board is built
Start creates owned, dated cards once. Scale tracks part-payments and makes one pass over past items. Oversight reconciles on a timetable.
Aging action filter
Reads only the payable or receivable aging transitions that need human action and records why each one qualified.
Xero identity claim
Remembers which Trello item came from which Xero record, and when it last changed.
Trello card mapper
Builds owned cards, checklist evidence, due dates and settlement closure using Trello-native fields.
Part-payment handler
Keeps a card open and updates its balance when a payment reduces AmountDue without settling the document.
Reconciliation checkpoint
Current Xero data is fetched before an ambiguous card is created or closed again.
Contract drift register
Notices a renamed list, a moved custom field or a changed Xero status before cards stop appearing.
Turn Xero invoices to a Trello card, run Xero Trello task creation for each aging transition, and keep a Xero Trello board sync with Xero Trello notification rules. New Xero contacts Trello card logic, Xero bookkeeping Trello checklists, a Xero Trello setup and a Xero Trello API integration are scoped with your bookkeeper.
Chapter 04 Who this fits
For finance teams that chase money on Trello and keep the ledger in Xero
If the board should show who is chasing what, the cards build themselves from the ledger.
Finance manager
"Show me who is chasing which invoice this week."
Each transition creates a card with an owner, so you can see what is being chased and by whom.
Advisory team
"A card that stays open after payment wastes everyone's time."
Open cards are compared with Xero and any that ought to have closed are surfaced.
Case coordinator
"Give me due dates I can trust and owners I can name."
Every card has a real due date, a checklist and an assigned member from the start.
Systems administrator
"If a customer pays half, the card should say so."
The card stays open with the new balance and the owner is told what changed.
Chapter 05 The options
Chasing debtors: a report, a zap or due-date cards
Each option can put an invoice in front of someone. Only one gives it a date, an owner and an end.
| Question | An aged-debtor report | A quick Xero to Trello Zapier card rule | BoldBellows action board |
|---|---|---|---|
| Who acts | Whoever reads it | Nobody in particular | Each card has a person assigned |
| The due date | A column in a report | Typed or missing | Inherited from the Xero document |
| A part-payment | Not visible | May close the card | Balance updated, card stays open |
| A repeated delivery | Not applicable | A second card | Updates the card keyed by GUID |
State changes during execution
Where a part-payment lowers AmountDue without settling the document, Scale updates the card it knows and leaves it open, or raises an exception if the state is unclear.
Trello makes the card but the answer is lost
Oversight looks the document GUID up in the custom field, finds the card and stores its ID, so a retry can only update it.
Connect Xero to Trello through the document GUID first, since every card, date and closure depends on it.
Interlude Priced by the lists and rules on your board
Your Xero to Trello price, on the page, before a conversation
The Board Start package begins at $290 and nothing is billed afterwards.
View Pricing
One setup fee · Range shown first
Pricing
Build your Xero to Trello price
Pick a package, answer three short questions about how Xero data should reach Trello, and your price and turnaround move as you choose.
Chapter 06 The process
Five steps from an aging report to a board that chases for you
Brief, approve, build, test, launch: five steps, with named outputs at each one, for this Xero to Trello route.
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About 30 minutes
Walk us through the chase
We read how late bills and debtors are handled now, who does what and where the follow-up breaks down.
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Access review
Approve access
We link Xero and Trello through supported interfaces and record exactly what each connection can do.
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Most of the project
Agree lists, dates and owners
The board lists, the aging triggers, the checklist, the owner rules and the settlement states are written down and signed off.
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Before you review
Test with messy ledgers
A test board gets part-payments, credits, reversed invoices, repeated deliveries and lost replies.
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Handover day
Launch with notes
Launch is a checkpoint, not a cliff: the route starts from a known point and the notes arrive with it.
Chapter 07 Turnaround
Turnaround by package, in business days
Timing begins when both connections are approved, in the Xero to Trello route.
Board Start
3 to 5 business days
Payment Scale
5 to 8 business days
Ledger Oversight
8 to 12 business days
Chapter 08 Getting started
The short list we need from you
Access to Xero sufficient to read the fields we agree
Admin access to the Trello board, its lists and its custom fields
Your aging triggers for payables and receivables
The person who owns each type of chase
Chapter 09 Trust
Cards carry approved details only, and Xero is left alone
Scope is deliberately narrow: approved Xero fields in, one Trello destination out, no side stores.
Read-only access to Xero
Xero supplies the facts and receives nothing in return.
Scoped, revocable access
Tokens cover only the named objects and can be revoked whenever you choose.
Minimum detail on the card
A card shows what its owner needs, while bank details and private notes remain inside Xero.
Repair begins with a search
Searching on the custom field comes before any new card, so a lost reply cannot produce a duplicate.
Minimal logging
We record what happened and when, never the private details of your records.
Full handover
Everything we built is documented and belongs to your team.
"A late invoice only gets paid when somebody owns the chase, so the board exists to give every overdue item a person and a date."
Steven GrratFounder, BoldBellows
Chapter 10 In their words
What BoldBellows clients say
Verified reviews from business owners who use BoldBellows automations every day, from marketing and data to support and operations.
AI Accounting & Invoice Automation
BoldBellows automated our whole invoicing process: creating invoices, sending reminders and tracking payments.
Late payments dropped sharply, and our accounting team finally has time for strategy instead of repetitive admin. Worth every penny.
AI Workflow Automation for Agencies
Running a digital agency with many clients was overwhelming. BoldBellows built one automation dashboard that tracks tasks, sends updates and creates client reports automatically.
Clients love the transparency and we love the time we get back. Productivity is up, and project delays have dropped to almost zero.
AI Automation Partner
BoldBellows is hands-down the best AI automation partner we’ve worked with. Their systems are fast, reliable and built around how our business actually works.
Every automation they’ve delivered, from customer service to content, runs flawlessly. We’ve saved time, cut costs and grown faster than we expected.
AI Chatbot & Customer Support
BoldBellows built an AI support chatbot for our online boutique, and it has changed how we run the business. We used to have two full-time staff answering the same questions all day. Now the AI handles order tracking, product recommendations and even refund requests on its own.
What surprised me most is how natural it sounds. Customers compliment the ‘agent’ without realizing it’s AI. Our support workload dropped by 75% and customer satisfaction went up dramatically.
AI Content & Social Media Automation
Our marketing agency couldn’t keep up with content. BoldBellows set up an AI content engine that writes blog posts and captions and even designs our social media creatives.
It spots trends and suggests topics for us, so we stay ahead of competitors. We now produce three times the content with the same team, and engagement has soared. They didn’t just automate our workflow, they lifted our whole brand.
AI Lead Qualification & Sales Automation
Our sales team wasted hours chasing cold leads. BoldBellows built an AI lead-scoring system that reads behavior, email engagement and buying signals.
It filters out weak leads and sends personalized follow-ups automatically, so our team only talks to people who are ready to buy. Conversions rose 40% in the first month. It paid for itself straight away.
AI Video & Voice Automation
We publish product videos every week, and BoldBellows introduced us to AI video automation. The system writes the script, voices it and produces the finished video in minutes.
The quality is remarkable: professional voiceovers, clean visuals and smooth editing. Production time went from three days to under 30 minutes, and we scaled our video marketing without adding cost.
AI Email & Smart Inbox Management
Our inbox used to be chaos. BoldBellows built an AI email system that sorts messages, drafts replies and flags anything urgent.
It learns how we write and gets better every week. We reply faster and no longer miss important messages. It feels like having a personal assistant working around the clock.
AI Booking & Scheduling Automation
Our coaching business needed a better way to schedule. BoldBellows automated all of it: bookings, reminders, cancellations and follow-ups.
No-shows fell by 60% and clients enjoy how smooth it is. It feels personal, not robotic. One of the best upgrades we’ve made.
AI Translation & Localisation
When we expanded abroad we needed fast, accurate translations. BoldBellows built an AI translation system that turns our content into several languages instantly.
The translations read naturally and suit each culture. We now serve customers in five new countries without hiring translators. BoldBellows helped us go global.
AI HR & Recruitment Automation
Our HR team was drowning in applications. BoldBellows automated screening, skills-based filtering and interview scheduling.
It saves us hours every week and means we only interview qualified people. Hiring is now faster, better organized and more professional.
AI Data Entry & Reporting Automation
We used to spend hours collecting data and building weekly reports by hand. BoldBellows automated all of it.
The reports are clean, visual and easy to read, and our managers rely on them for quick decisions. Human error is gone and our numbers are more accurate across the board.
AI E-commerce Listings Automation
BoldBellows automated our product listings. The AI writes descriptions, organizes photos and publishes listings across several marketplaces.
It even answers customer questions instantly. Our store looks more professional and sales have noticeably increased.
AI Customer Journey Automation
We wanted a smoother path from first contact to purchase. BoldBellows built an AI system that guides each customer there automatically.
It sends personalized messages, recommends products and follows up at just the right moment. Customer retention has improved dramatically.
AI Document & Contract Automation
Onboarding was slow because we wrote every contract by hand. BoldBellows automated the lot: contracts, welcome emails and client setup.
What took 48 hours now takes under 10 minutes, and clients regularly tell us how professional it feels.
AI Social Comment & DM Automation
We get thousands of comments and messages every week. BoldBellows built an AI system that replies instantly, filters spam and surfaces the important ones.
Engagement is up and our page looks active around the clock. It’s like having a full social media team that never stops.
AI CRM Automation
Our CRM was barely used because updating it by hand was tedious. BoldBellows automated data entry, tagging, segmentation and follow-ups.
Now the CRM is always up to date and our campaigns are far more accurate. It improved our whole sales pipeline.
AI Voice Assistant
BoldBellows built a custom AI voice assistant for our customer hotline. It answers questions, books appointments and handles simple requests.
Customers love how fast it is, and our call-centre workload dropped dramatically. One of the smartest upgrades we’ve made.
Chapter 11 Questions
Reminders, cards and Xero: questions from the people who chase
What to know before choosing a package, in plain language.
Is a build better than a Xero to Trello Zapier task?
If one card per invoice is enough, a zap might do. It will not inherit the real due date, keep a part-paid invoice open or stop a repeated delivery making a second card. All of it is built in, and if a zap suffices we won't pretend otherwise.
Can Xero invoices create Trello cards with real due dates?
Yes. A card is created when an aging transition needs action, and it inherits the document's due date, a checklist and an owner.
When does a Xero Trello card close?
Only when Xero reports the agreed settlement state. A part-payment updates the balance on the card and leaves it open for the remainder.
How detailed is the field map?
Yes. The Xero Trello field mapping service is where we agree formats, required values and owner rules before any build work starts.
Can we send some records elsewhere?
Yes. Our packages assume a custom Xero workflow for Trello, and the consultancy is included: a Xero Trello integration consultant on your side from $290.
What if either platform updates its API in the Xero to Trello route?
The safest reaction to change is to stop and report, so that is what the route does. Ongoing maintenance beyond the review period is separate. If you searched for xero trello automation and xero trello workflow, this is the service that delivers it.
Give Trello cards that know when the money arrives
To automate Xero data to Trello with us starts at $290.
- From $290, paid once
- Real due dates
- Closed on settlement
- No monthly fee from us