Xero and PencilPay Data Sync & Payment Processing 

Below, we describe how data syncing works, how payment processing is scheduled, and how overdue invoice reminders are managed.

Data Sync Methods

• Web Hook Sync
  When an invoice or customer is updated in Xero, a web hook triggers instantly. This sends a notification to PencilPay, which will then sync the updated data—such as newly created invoices or payments—within a few seconds.

• Queue-Based Sync (Fallback)
  If Xero's rate limit for updates is reached, syncing via web hook may be paused. In that case, unsynced data is queued for batch processing:

  • 1. Push payments and fees to Xero: every 6 hours

    2. Push customers to Xero: every 6 hours

    3. Sync invoices from Xero:

       1. Sync unpaid invoices: every 12 hours

       2. Sync paid invoice: 6:30pm and 9:30pm

Payment Processing Schedule

• If a customer is signed up with PencilPay, payments are automatically processed based on your configured settings in Settings → Invoices & Collections. 

  • You may refer to this support article for reference: How to check my default Invoices & Collections Settings in Pencil

Overdue Invoice Reminders

• The reminder feature for customers not signed up to PencilPay is OFF by default.

• If enabled:

An overdue invoice reminder is sent when an invoice is overdue on X number of days depending on your settings (see below options)

• On the due date
• 1 day overdue
• 2 days overdue
• 3 days overdue
• 4 days overdue
• 5 days overdue
• 6 days overdue
• 7 days overdue
• 14 days overdue
• 21 days overdue
• 30 days overdue

Additional reminders are sent depending on your settings (Settings → Invoices & Collections → Frequency) for outstanding invoices, and you can set the specific time to send the additional reminders Settings → Invoices & Collections → Time (HH:MM)

• Every day
• Every 2 days
• Every 3 days
• Every 4 days
• Every 5 days
• Every 6 days
• Every 7 days
• Every 14 days
  
  If a customer has multiple overdue invoices, PencilPay will batch the invoices into a single email, making it easy to pay all invoices with one click.
  You may refer to this support article here How to send a statement to a customer

• How to Manage Reminder Settings
  • Log in to PencilPay.
  • Navigate to: Settings → Invoices & Collections.
  • Here, you can view and adjust the reminder settings for overdue invoices for non-PencilPay customers.

• Need Help?
  If you’d like assistance turning on overdue invoice reminders, or a walkthrough of these settings, our team can guide you via a Zoom call. 
• Book a meeting with Pencil Support