Email a remittance advice

After you've recorded a bill payment or made a batch payment, depending on your user role, email a remittance to let your suppliers know you've paid them.

Before you start

Email a remittance advice to your suppliers

  1. Either:
    • If you've paid a single bill, click Send Remittance Advice.

      Image of the bill Send Remittance Advice link.

    • If you've made a batch payment, click Send Remittance.

      Image of the batch payment Send Remittance link.

  2. In the Send Remittance Advice window, enter the remittance details.

    Image of remittance window for a batch payment

  3. Click Send.

If you have multiple bills in a batch payment for a contact, they'll receive one remittance advice PDF showing all payments made.

Email or resend a remittance advice at a later date

  1. In the Accounts menu, select Bank Accounts.
  2. Click the name of the bank account you paid the bill from.

    Image of a bank account name on the Dashboard.

  3. Find your payment and click into it.

    It's called either Payment: multiple items or Payment: Name of customer (for a single payment).

    Image of a single payment in bank transactions.

  4. If you've paid a single bill, from Options select Send Remittance. If you've made a batch payment, click Send Remittance.
  5. In the Send Remittance Advice window, enter the remittance details.
  6. Click Send.

If you have multiple bills in a batch payment for a contact, they'll receive one remittance advice PDF showing all payments made.

Remittance advice fields

Enter the remittance advice details.

FieldDescription
Send Remittance Advice To or Email

If you enter a new email address, Xero saves it to the contact's primary person. You can add other email addresses (they won't update the contact).

From, Reply To

The email address set for outgoing emails.

Use branding theme

If you've set up a standard branding theme, select one to apply to your remittance. You can also set a default theme for your customer.

Custom (DOCX) themes aren't available for remittanes.

Email Template

If you've set up email templates for remittances, select a template to apply to the remittance.

Show/hide placeholder info

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

Click Hide placeholder info to hide the placeholder information.

Subject

Xero populates the Subject field with the text and placeholders set up in the selected email template. You can edit these directly in the field, or customise the subject in an email template to reuse later.

Message

Xero populates the Message field with the text and placeholders set up in the selected email template. You can edit these directly in the field, or customise the message in an email template to reuse later.

Information that displays on a remittance advice

The remittance advice displays all bill payments for a contact. If you selected a branding theme, it's applied to the remittance.

Main section of a remittance advice pdf

The remittance advice displays additional information if applicable:

  • Credit notes
  • Prepayments and overpayments (if they are applied to a bill)
  • Other payments applied

Additional information on a remittance advice pdf showing credit notes, overpayments and prepayments

View the remittance advice or print a PDF version of the remittance advice

You might want to see what the remittance advice looks like before you send it. Or, you might want to send a PDF version of your remittance advice rather than emailing it.

View the remittance advice for bills in a batch payment

After making a batch payment, open the batch payment, click Options and select View Remittance (PDF).

View the remittance advice for payment on a bill

After recording a payment on a bill, open the bill, click the Payment link, then click Options and select View Remittance (PDF).

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