Update 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. You can add as many unique email addresses as you like, but can only set one at a time.

You'll need the Standard or Adviser user role to add and change email addresses.

Outgoing email address options

You have 3 options for outgoing email addresses - the logged in users', your own, or someone else's email address. 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 messaging-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 messaging-service@post.xero.com, which you cannot change.

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 messaging-service@post.xero.com, which you cannot change.

Add an email address on all outgoing emails

  1. In the Settings menu, select General Settings.
  2. Under Features, click 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, either select an email address from the list or 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.

    Image of the Add a new reply address window.

If you've entered a new email address, the recipient will need to approve the invitation. You may need to resend the email invitation if it expires (after 14 days) or if they delete the email.

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

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