Enter or change email information for invoices, credit notes and prepayments

When you email an invoice, credit note or prepayment, you can enter or change information to customise your email.

To or Email

If you enter an email address where one didn't exist, Xero will save it to the contact details.

From or Reply To

This is the email address setting you've added and set for outgoing emails.

Control the email address on customer emails

Email template

Select an email template from the list.

The templates displayed depend on the:

  • Template types you've added.
  • Type of item you're emailing.

For example, if you've:

  • Added 2 sales invoice templates, your list will include these 2 as well as the Xero default template (named Sales Invoice: Basic)
  • Selected to email sales invoices and credit notes together, your list will include both sales invoice templates and credit note templates.

Add, edit or delete email templates for emails you send from Xero

Show (or hide) placeholder info

Click Show placeholder info to learn which placeholders you can add to your subject or message for this email type.

Click Hide placeholder info to hide the placeholder information.

Image showing the placeholders in a sales invoice email template

Insert placeholder: placeholders you can use for each email type

Subject

Xero fills the subject with text and placeholders set up in the email template you selected. You can change the text and placeholders in the subject.

Alternatively, customise your own subject in an email template so you can reuse it.

Add, edit or delete email templates for emails you send from Xero

Message

Xero fills the message with text and placeholders set up in the email template you selected. You can change the text and placeholders in the message.

Remove the [Online Invoice Link] placeholder from the message if you don't want your customer to receive the link to the online invoice, credit note or prepayment.

Alternatively, customise your own template message so you can reuse it.

Add, edit or delete email templates for emails you send from Xero

Include files as attachments

Check the box to attach a file to your email. You can only attach files you've already selected to include with your online invoice item.

Email a file attachment

Include files with an online invoice, quote, credit note or prepayment

Include PDF attachment

Check the box to send a PDF attachment.

Email online link or PDF for your invoice, credit note or prepayment

Mark as sent

If your invoice, credit note or prepayment is awaiting payment or paid, choose to mark as sent or leave it as is.

Mark invoice, credit note or prepayment as sent

Send me a copy

Check the box if you also want to send yourself a copy of the email.

You might also be interested in