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

The email recipient. If you enter a new email address, Xero saves it to the contact details.

From or Reply To

The email address set for outgoing emails

Email template

Select a template to apply to the transaction. The available templates depend on the types you've set up and the type of transaction you're emailing.

For example, if you've:

  • Added two invoice templates, the list shows them and the Xero default template (named Sales Invoice: Basic)
  • Selected to email invoices and credit notes together, the list shows both invoice templates and credit note templates

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.

Image showing the placeholders in a sales invoice email template

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.

Remove the [Online Invoice Link] placeholder from the message if you don't want your customer to receive the link to the online transaction.

Include files as attachments

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

Include PDF attachment

Select the checkbox to send a PDF attachment.

Mark as sent

If your transaction is awaiting payment or paid, select the checkbox to mark as sent.

Send me a copy

Select the checkbox if you want to send yourself a copy of the email.

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