How to Copy and Attach a PDF to an Email Invoice with Xero

Emailing Invoices with Attachments in Xero API

Although sending invoices via Xero's API simplifies billing administration, productivity can be increased by incorporating more sophisticated features like PDF attachments and copies to senders via API. A lot of users try to imitate the simple features of the Xero user interface, such as how easy it is to attach a PDF copy of the invoice and send it to the invoice initiator.

While the developer documentation offers some guidance on how to handle invoice requests and responses, it does not contain explicit instructions on how to attach PDFs to emails. In order to accomplish these goals, this article examines possible approaches and API endpoints, with an emphasis on expanding the API's functionality to match that of the user interface.

Command	Description
requests.post	Sends data to a server using an HTTP POST request; in this example, the data is an invoice email sent via the Xero API.
requests.get	Uses an HTTP GET request to retrieve data from a server; in this case, it is used to download a Xero invoice in PDF format.
json()	Creates a Python dictionary from the JSON answer received from an HTTP request.
headers	Dictionary to include particular headers in HTTP requests (e.g., 'Authorization' for access tokens and 'Accept' for response formats).
files	Dictionary used to send files to the server via POST request. It details the content and file format that should be attached to the email.
raise Exception	Creates a Python exception that is used to manage problems in the event that the PDF download is unsuccessful.

Detailed Description of Xero API Script Functions

Using the Xero API, the scripts I gave are made to automate the process of emailing invoices with PDF attachments. The first script uses the function to send an email straight from the API. This technique is essential because it sends the recipient and CC email addresses together with the appropriate information when it talks with the Xero endpoint to start the email transaction. In order to guarantee that the API request is handled correctly, the dictionary—which contains authentication tokens and content type specifications—is essential in this situation.

The purpose of the second script is to retrieve the invoice in PDF format and subsequently attach it to the email. The PDF is retrieved from Xero's servers using , which needs the correct authorization headers in order to be accessed. If the process is successful, the PDF attachment to the outgoing email is handled using the parameter in the method. This approach simplifies complicated file attachment procedures by guaranteeing that the attachment is appropriately formatted and part of the email payload, with the API taking care of multipart/form-data encoding automatically.

import requests
import json
def send_invoice_with_pdf(api_url, invoice_id, access_token, email_address, cc_email=None):
    headers = {
        'Authorization': f'Bearer {access_token}',
        'Content-Type': 'application/json',
        'Accept': 'application/json'
    }
    data = {
        "To": email_address,
        "Cc": cc_email if cc_email else None,
        "EmailWhenSent": True,
        "Attachments": [{
            "IncludeOnline": True
        }]
    }
    response = requests.post(f'{api_url}/api.xro/2.0/Invoices/{invoice_id}/Email', headers=headers, json=data)
    return response.json()

import requests
def get_invoice_pdf(api_url, invoice_id, access_token):
    headers = {
        'Authorization': f'Bearer {access_token}',
        'Accept': 'application/pdf'
    }
    pdf_response = requests.get(f'{api_url}/api.xro/2.0/Invoices/{invoice_id}/Attachments/Invoice.pdf', headers=headers)
    if pdf_response.status_code == 200:
        return pdf_response.content
    else:
        raise Exception("Failed to download PDF.")
def attach_pdf_to_email(api_url, invoice_id, access_token, email_address, pdf_content):
    headers = {
        'Authorization': f'Bearer {access_token}',
        'Content-Type': 'application/json',
        'Accept': 'application/json'
    }
    files = {'file': ('Invoice.pdf', pdf_content, 'application/pdf')}
    data = {
        "To": email_address,
        "EmailWhenSent": True
    }
    response = requests.post(f'{api_url}/api.xro/2.0/Invoices/{invoice_id}/Email', headers=headers, data=data, files=files)
    return response.json()

Examining the Xero API's Advanced Features for Invoicing

Not much has been covered here, but one essential feature of using Xero's API for invoicing is the ability to set up notifications and monitor email statuses. Businesses must ensure that emails sent using the API reach the intended recipients when sending invoices. It is possible to set up the Xero API to return status data, which can then be carefully examined to make sure emails are sent, received, and opened. This tool, which gives real-time information on invoice statuses, is essential for upholding transparency and improving customer service.

It's also critical to grasp how to manage exceptions and mistakes during API interactions. When an API doesn't work as intended, the application needs to be able to handle errors gracefully. Examples of these errors include network problems or improper data inputs. Strong error logging and handling systems can help developers identify problems early, fix them fast, save downtime, and increase the dependability of automated invoicing procedures.

1. Can I use the Xero API to attach several files to an email invoice?
2. It is possible to attach numerous files using the Xero API. To incorporate numerous file entries, you would need to change the dictionary.
3. Is it feasible to use the Xero API to automate recurring invoices?
4. Yes, you may automate the billing process for regular charges by setting up and managing recurring invoices with the Xero API.
5. How safe is it to send bills using the Xero API?
6. To provide secure API access and preserve the confidentiality and integrity of data transfers, Xero employs industry-standard OAuth 2.0 protocols.
7. What are the API call restrictions in Xero for issuing invoices?
8. You may read more about Xero's rate limits in their developer documentation. These limits are in place to prevent the API from becoming overloaded.
9. Is it possible to use the API to find out the status of a sent invoice?
10. Yes, you may trace the delivery of emails and view the status of invoices by using the API's endpoints to check the status of sent emails.

By using the Xero API to successfully integrate sender copies and PDF attachments into invoice emails, the Xero accounting software's functionality and user experience are improved. Developers can effectively automate these processes by utilizing the Python Requests package, guaranteeing that companies can sustain strong channels of connection with their clientele. This adaption offers scalability and reliability in managing financial transactions, while also streamlining the invoicing process and conforming to the digital requirements of contemporary enterprises.