Xero Jax Automation

How to Use Xero JAX to Create Quotes and Invoices: Email, Text, or AI Chat Guide

Xero JAX is an AI assistant designed to save you time by creating draft quotes and invoices automatically. Instead of manually entering all the details, you can simply tell JAX what you need via email, text message, or directly inside Xero, and it will generate the draft for you. This helps business owners and bookkeepers reduce admin work, speed up invoicing, and keep documents moving faster.

Enabling Xero JAX

JAX does not turn on automatically. To start using it:

• Log in to Xero as the subscriber for your organisation.

• Enable JAX for your organisation by joining the beta.

  • Click JAX on your Xero navigation bar.

  • Send a message to JAX. By sending a message, JAX will be enabled for your account and you can start using it immediately.

Note: If you don’t send a message to JAX, you won’t be in the beta, and JAX won’t be enabled. The option will remain on your navigation bar so you can enable it later if needed.

Using JAX via Email

To create quotes or invoices via email:

• Forward emails from estimators or clients with job details to your dedicated JAX email address.

• JAX will read the email, extract the key details, and generate a draft quote or invoice in Xero.

• You will receive a confirmation email from messaging-service@post.xero.com with a link to review the draft.

Tip: Add this email address to your safe senders list to ensure you don’t miss notifications.

Using JAX Directly in Xero

You can interact with JAX directly inside Xero. Simply log in and click on JAX, then type your instructions. For example, you might type, “Create a quote for ABC Co. for $5,000 design work.” JAX will generate a draft and provide a link for you to review and edit.

Using JAX via Text Message

After registering your mobile number in Xero, you can send instructions via text. For example: “Create invoice for Client X, $500, service: website design.” JAX will respond with a link to the draft invoice, ready for review.

Real-World Use Cases

Estimator Emails: If your estimator sends a job email with client details and costs, forwarding it to JAX will create a draft quote in seconds, ready for review and sending.

Repeat Clients: For clients who receive monthly services, a quick text to JAX can generate recurring invoices instantly.

On-the-Go Invoicing: While at a client site, typing a quick instruction into JAX allows you to have the invoice ready before leaving the office.

Best Practices

Always review drafts before sending and attach any supporting documents, such as plans, photos, or PDFs, manually. Clear and structured instructions help JAX work best. Remember that while JAX saves time, it does not replace proper bookkeeping knowledge.

Benefits of Using JAX

Using JAX can save hours on repetitive admin work, reduce errors in quotes and invoices, keep documents moving faster, and allow you to create documents flexibly via AI chat, email, or text.

Why Choose Us for Your Bookkeeping BAS Services?

While some bookkeepers may charge less per hour, our team delivers expert-level bookkeeping that actually saves you money in the long run. We charge by the hour, but we use every shortcut, automation, and efficiency tool—like Xero JAX and Hubdoc to reduce admin time and avoid costly mistakes that less experienced workers often make. Our clients pay top dollar for a reason: you get accuracy, speed, and peace of mind, ensuring your business runs smoothly without wasting time or money.