Xero to GoHighLevel Review System
Approving an invoice in Xero now asks the customer for a Google review, offers a rebooking at 90 days and flags customers who lapse. Built in GoHighLevel for a New Zealand window cleaning business.
Keep invoicing as normal. The follow-up runs itself.
A New Zealand window cleaning business did great work but rarely asked for reviews, and had no reminder to bring customers back for their next clean.
I connected their Xero account to GoHighLevel through Zapier. When the owner approves an invoice, the customer is sent a Google review request an hour later, with one reminder on day 5 if they haven’t clicked. At 90 days, home customers get a rebooking offer, and at 135 days the owner is alerted to anyone who hasn’t come back.
Nothing changes in how the owner works. They invoice in Xero exactly as before, and a plain-English guide explains the three habits that keep it running. Delivered as a white-label build for a New Zealand agency partner.
Quick Facts
Happy customers, no reviews asked for.
The business already had every customer in Xero. The job was to use those invoices to start the right follow-up, without adding any work for the owner.
- Zapier’s “New Sales Invoice” trigger only fires on drafts, so invoices entered by hand never came through
- Xero invoices carry no phone numbers, so customers had to be matched by email
- Trade accounts, related parties and past reviewers should never be asked for a review
- Each customer should be asked once, even after many invoices
- Texts had to respect quiet hours and stay within one SMS segment to control cost
- The owner needed a simple way to stop everything if something went wrong
One approval in Xero. Four follow-ups.
Reliable Trigger
Rebuilt the Zap on “Updated Sales Invoice”, filtered to the approval change only, so each approved invoice fires once and later edits don’t fire again.
Customer Matching
Each invoice updates the customer in GoHighLevel by email, records the invoice number and date, and starts the follow-up.
Review Request
An hour after approval the customer gets a short text with a tracked Google review link. If it isn’t clicked, one reminder goes on day 5.
Rebooking Offer
At 90 days from the last invoice, home customers get a rebooking text with 10% off their next clean.
Lapsed Alert
At 135 days the owner gets an internal alert about customers who haven’t rebooked. Nothing goes to the customer.
Handover
A handover pack with a kill switch, weekly five-minute checks and a one-page guide for the owner.
What makes this system work.
Starts from Xero
Approving an invoice is the only trigger. No new software for the owner to learn.
One Ask per Customer
Each customer is asked for a review once, however many times they’re invoiced.
Click Tracking
Clicking the review link stops the reminder, so nobody is chased after they’ve acted.
Smart Exclusions
Trade accounts, related parties, past reviewers and do-not-contact customers are skipped.
Quiet Hours
No texts between 9pm and 8am, and every message fits one SMS segment with its own opt-out.
Kill Switch
Two documented steps stop the whole system, and one setting stops texts to a single customer.
Live, tested and handed over.
Great work,
few reviews?
I connect your invoicing or job software to GoHighLevel so review requests and rebooking reminders go out on their own.