Control the email address on emails you send to contacts

Email address settings let you control the Reply to email address and From name on emails you send your contacts through Xero. This includes invoices, credit notes, quotes, prepayments, customer statements, remittance advice, receipts or purchase orders.

Your user role will determine if you can change email address settings.

About email address settings

  • You have 3 options for outgoing email addresses - the logged in users's, your own, or someone else's email address.
  • You can add as many unique email addresses as you like, but can only set one at a time.
  • Email address settings display each time you email an invoice, credit note, quote, prepayment, customer statement, remittance advice, receipt or purchase order.

Outgoing email address options

Learn how to set up each option for outgoing email addresses sent from your organisation in Xero.

The logged in user (default email address setting)

  • The Reply to email address is the logged in user's login address.
  • The From name is the logged in user's profile name.
  • The From email address is message-service@post.xero.com, which you cannot change.

Your own email address

  • The Reply to email address is your login address for all emails sent by any user from your organisation.
  • The From name is the name you choose when you set the email address as your own.
  • The From email address is message-service@post.xero.com, which you cannot change.

    How to add and set your login email address on all outgoing emails

Someone else's email address

  • The Reply to email address is someone else's for all emails sent by any user from your organisation.
  • The From name is the name you choose when you add the account holder's email address.
  • The From email address is message-service@post.xero.com, which you cannot change.

    How to add someone else's email address on all outgoing emails

Add and set your login email address on all outgoing emails

  1. In the Settings menu, select General Settings.
  2. Under Features, select Email Settings.
  3. Alongside Email address, click Edit.

    Image of the Email Settings screen, the Email address line and the Edit option.

  4. Click Add email address.

    Image of the Email address field and + Add email address option.

  5. In the 'Reply to' Email address field, select your login email address.
  6. In the Email name field, enter the name you want your contacts to see as who the email is from.
  7. Click Add email.

    Image of the Add a new reply address window.

You're done. Xero has set your email address as the Reply to address for all emails any user sends from this organisation.

Add someone else's email address on all outgoing emails

  1. In the Settings menu, select General Settings.
  2. Under Features, select Email Settings.
  3. Alongside Email address, click Edit.

    Image of the Email Settings screen, the Email address line and the Edit option.

  4. Click Add email address.

    Image of the Email address field and + Add email address option.

  5. In the 'Reply to' Email address field, enter the email address of the person who you want to receive reply to emails.
  6. In the Email name field, enter the name you want your contacts to see as who the email is from.
  7. Click Add email.

Set the default address after they've approved the request.

You may need to resend the email invitation if it expires (after 14 days) or if they delete the email.

Set a new default email address

Set a new default email address setting by choosing an address you've already added, or one that another email account holder has approved you to use:

  1. In the Settings menu, select General Settings.
  2. Under Features, select Email Settings.
  3. Alongside Email address, click Edit.

    Image of the Email Settings screen, the Email address line and the Edit option.

  4. Select the email address you want to set as the default.
  5. Save.

Resend an email invitation that's expired or deleted

  1. In the Settings menu, select General Settings.
  2. Under Features, select Email Settings.
  3. Alongside Email address, click Edit.

    Image of the Email Settings screen, the Email address line and the Edit option.

  4. Alongside the pending or expired email address approval, click Resend.

    Image of the Email Settings screen, and the Resend option.

  5. Click Yes.

Delete an email address

Delete any email address you no longer use, except the logged in user option. If it's a default email address, you'll first need to set a new default email address.

  1. In the Settings menu, select General Settings.
  2. Under Features, select Email Settings.
  3. Alongside Email address, click Edit.

    Image of the Email Settings screen, the Email address line and the Edit option.

  4. Alongside the email address you want to delete, click Remove.
  5. Save.

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