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

Add, edit or delete email templates for different types of emails you send from Xero. Email templates are messages you can set up to use again, when you send emails from Xero.

About email templates

You can set up 10 email templates for each template type, for your organization. Template types are:

    • Credit notes
    • Purchase orders
    • Quotes
    • Receipts
    • Remittance advices
    • Repeating invoices
    • Sales invoices (which is also the template type Xero uses for prepayments)
    • Statements

Default email templates are already set up for you, for each email template type. You can identify them in Email Settings by their name 'Basic'. Default email templates, and ones you add, contain pre-filled:

    • Subjects
    • Message text
    • Placeholders

Invoice reminders use email templates, but you add and edit them when you set up the reminders.

Add an email template

  1. In the Settings menu, click General Settings.
  2. Under Features, select Email Settings.
  3. Click Edit next to Templates.
  4. Click + Add email template.

    Image showing email template menu

  5. Select the type of email template to set up. This determines the default text and placeholders Xero enters for you. Then select and enter information in the email template.

    Fields in email template explained

    Image of the Add Email Template window, and the Type selection.

  6. Save.

Edit an email template

Edit the subject, text and placeholders within an email template.

You cannot edit an email template to:

Follow these steps to edit an email template:

  1. In the Settings menu, click General Settings.
  2. Under Features, select Email Settings.
  3. Click Edit next to Templates.
  4. Find your email template and open it.

    Image of the Email setting screen and the email template name being clicked.

  5. Select and enter information in the email template.

    Fields in email template explained

  6. Save.

Choose a new default email template

Follow these steps to choose a new default email template from templates you've already added:

  1. In the Settings menu, click General Settings.
  2. Under Features, select Email Settings.
  3. Click Edit next to Templates.
  4. Find the email template you want to make the default email template and open it.

    Image of the Email Settings screen and an email type's name selected.

  5. Check Default to make this template the default template for this email template type.

    Image of the Edit Invoice template and Default box checked.

  6. Save.

Delete an email template

Delete an email template you no longer use. If it's a default template, you'll first need to choose a new default email template of the same type.

How to choose a new default email template

You can delete as many email templates as you like, as long as you leave a default template for each email template type.

If you delete a repeating invoice email template, that email template stays attached to any repeating invoice templates you have applied it to. This means the email template will continue to be sent with the automatically generated repeating invoice PDFs or online invoices.

Follow these steps to delete an email template:

  1. In the Settings menu, click General Settings.
  2. Under Features, select Email Settings.
  3. Click Edit next to Templates.
  4. Find your email template and open it.

    Image of the Email Settings screen and an email type's name selected.

  5. Click Delete template.

    Image of the Edit email template window and the Delete template link.

  6. Click Yes.

Fields in email template explained

Information about the fields in the email template:

Insert placeholders

Placeholders are named markers, where content from Xero displays when you send the email. Placeholders have square brackets around them, for example [Contact Name].

Insert placeholders into the subject and message by selecting from the placeholder list. You can also type them in, but you'll need to enter square brackets around the placeholder name, for example [Trading Name]. (Xero will insert the placeholder into the template wherever your cursor is.)

Placeholders you can use for each email type

Credit note

PlaceholderDescription of the placeholder
Contact First NameThe first name of the contact stored in your contact's details.
Contact Last NameThe last name of the contact stored in your contact's details.
Contact NameThe name of the contact stored in your contact's details.
Credit Total Without CurrencyThe total credit note value, including tax, without the currency code.
Credit TotalThe total credit note value, including tax, with the currency code included.
Currency CodeThe 3-letter code that represents the currency type.
Currency SymbolThe symbol representing the currency type.
Invoice NumberThe number of the credit note.
Month YearThe current month and year, for example, October 2014. You can edit this placeholder to display earlier or later dates. For example, if the current month is December 2014, [Month Year+1] will display January 2015.
MonthThe current month of the year, for example, October. You can edit this placeholder to display earlier or later months. For example, [Month+1] will display the month after the invoice date.
Online Invoice LinkThe link to the online credit note.
ReferenceThe reference from the credit note.
Remaining Credit Without CurrencyThe amount due on the invoice, or remaining credit on the prepayment, including tax, without the currency code.
Remaining CreditThe amount due on the invoice, or remaining credit on the prepayment, with the currency code included.
Trading NameYour organization's legal/trading name set up in Organization Settings.
Week YearThe current week and year, for example, 46 2014. Weeks start on Monday. You can edit this placeholder to display earlier or later dates. For example, if the current week is 46 2014, [Week Year+1] will display 47 2014.
WeekThe current week of the calendar year, for example, Week 8. Weeks start on Monday. You can edit this placeholder to display earlier or later weeks. For example, [Week+1] will display the week after the invoice date. Week calculations follow the ISO 8601 standard. Week 1 starts on Monday and always includes the first Thursday of the new year. The last week of the year will be either 52 or 53.
YearThe current year. You can edit this placeholder to display earlier or later years. For example, [Year-1] will display the year before the invoice date.

Purchase order

PlaceholderDescription of the placeholder
Contact First NameThe first name of the contact stored in your contact's details.
Contact Last NameThe last name of the contact stored in your contact's details.
Contact NameThe name of the contact stored in your contact's details.
Currency CodeThe 3-letter code that represents the currency type.
Currency SymbolThe symbol representing the currency type.
Delivery AddressThe delivery address selected for the purchase order.
Delivery ContactThe Attention field from the purchase order.
Delivery DateThe delivery date from the purchase order.
Delivery DetailsIncludes purchase order delivery address, instructions, contact and phone.
Delivery InstructionsThe delivery instructions from the purchase order.
Delivery Phone NumberThe Telephone field from the purchase order.
Month YearThe current month and year, for example, October 2014. You can edit this placeholder to display earlier or later dates. For example, if the current month is December 2014, [Month Year+1] will display January 2015.
MonthThe current month of the year, for example, October. You can edit this placeholder to display earlier or later months. For example, [Month+1] will display the month after the invoice date.
Purchase Order NumberThe order number from the purchase order.
Purchase Order Total Without CurrencyThe total purchase order value, including tax, without the currency code.
Purchase Order TotalThe total purchase order value, including tax, with the currency code included.
ReferenceThe reference from the purchase order.
Trading NameYour organization's legal/trading name set up in Organization Settings.
Week YearThe current week and year, for example, 46 2014. Weeks start on Monday. You can edit this placeholder to display earlier or later dates. For example, if the current week is 46 2014, [Week Year+1] will display 47 2014.
WeekThe current week of the calendar year, for example, Week 8. Weeks start on Monday. You can edit this placeholder to display earlier or later weeks. For example, [Week+1] will display the week after the invoice date. Week calculations follow the ISO 8601 standard. Week 1 starts on Monday and always includes the first Thursday of the new year. The last week of the year will be either 52 or 53.
YearThe current year. You can edit this placeholder to display earlier or later years. For example, [Year-1] will display the year before the invoice date.

Invoice reminders

PlaceholderDescription of the placeholder
Amount Due Without CurrencyThe amount due on the invoice, or remaining credit on the prepayment, including tax, without the currency code.
Amount DueThe amount due on the invoice, or remaining credit on the prepayment, with the currency code included.
Contact First NameThe first name of the contact stored in your contact's details.
Contact Last NameThe last name of the contact stored in your contact's details.
Contact NameThe name of the contact stored in your contact's details.
Currency CodeThe 3-letter code that represents the currency type.
Currency SymbolThe symbol representing the currency type.
Due DateThe due date from the invoice.
Invoice NumberThe invoice number from the invoice.
Invoice Total Without CurrencyThe total invoice amount, including tax, without the currency code.
Invoice TotalThe total invoice amount, including tax, with the currency code included.
Month YearThe current month and year, for example, October 2014. You can edit this placeholder to display earlier or later dates. For example, if the current month is December 2014, [Month Year+1] will display January 2015.
MonthThe current month of the year, for example, October. You can edit this placeholder to display earlier or later months. For example, [Month+1] will display the month after the invoice date.
Online Invoice LinkThe link to the online invoice.
ReferenceThe reference from the invoice.
Trading NameYour organization's legal/trading name set up in Organization Settings.
Week YearThe current week and year, for example, 46 2014. Weeks start on Monday. You can edit this placeholder to display earlier or later dates. For example, if the current week is 46 2014, [Week Year+1] will display 47 2014.
WeekThe current week of the calendar year, for example, Week 8. Weeks start on Monday. You can edit this placeholder to display earlier or later weeks. For example, [Week+1] will display the week after the invoice date. Week calculations follow the ISO 8601 standard. Week 1 starts on Monday and always includes the first Thursday of the new year. The last week of the year will be either 52 or 53.
YearThe current year. You can edit this placeholder to display earlier or later years. For example, [Year-1] will display the year before the invoice date.

Quote

PlaceholderDescription of the placeholder
Currency CodeThe 3-letter code that represents the currency type.
Currency SymbolThe symbol representing the currency type.
Customer First NameThe first name of the customer stored in your contact's details.
Customer Last NameThe last name of the customer stored in your contact's details.
Customer NameThe name of the customer stored in your contact's details.
ExpiryThe expiry date of the quote.
Online Quote LinkThe link to the online quote.
Quote NumberThe quote number from the quote.
Quote Total Without CurrencyThe total quote amount, including tax, without the currency code.
Quote TotalThe total of the quote, with the currency code included.
ReferenceThe reference from the quote.
SummaryThe summary from the quote.
TermsThe terms from the quote.
TitleThe title from the quote.
Trading NameYour organization's legal/trading name set up in Organization Settings.

Receipts

PlaceholderDescription of the placeholder
Contact First NameThe first name of the contact stored in your contact's details.
Contact Last NameThe last name of the contact stored in your contact's details.
Contact NameThe name of the contact stored in your contact's details.
Currency CodeThe 3-letter code that represents the currency type.
Currency SymbolThe symbol representing the currency type.
Customer Total Without CurrencyThe total amount received, including tax, without the currency code.
Customer TotalThe amount received, with the currency code included.
Trading NameYour organization's legal/trading name set up in Organization Settings.

Remittance advice

PlaceholderDescription of the placeholder
Contact First NameThe first name of the contact stored in your contact's details.
Contact Last NameThe last name of the contact stored in your contact's details.
Contact NameThe name of the contact stored in your contact's details.
Currency CodeThe 3-letter code that represents the currency type.
Currency SymbolThe symbol representing the currency type.
Supplier Total Without CurrencyThe total amount paid, including tax, without the currency code.
Supplier TotalThe amount paid, with the currency code included.
Trading NameYour organization's legal/trading name set up in Organization Settings.

Repeating Invoice

PlaceholderDescription of the placeholder
Amount Due Without CurrencyThe amount due on the invoice, or remaining credit on the prepayment, including tax, without the currency code.
Amount DueThe amount due on the invoice, or remaining credit on the prepayment, with the currency code included.
Contact First NameThe first name of the contact stored in your contact's details.
Contact Last NameThe last name of the contact stored in your contact's details.
Contact NameThe name of the contact stored in your contact's details.
Currency CodeThe 3-letter code that represents the currency type.
Currency SymbolThe symbol representing the currency type.
Current MonthThe current month of the year, for example, October. You can edit this placeholder to display earlier or later months. For example, [Month+1] will display the month after the invoice date.
Due DateThe due date from the invoice.
Invoice NumberThe invoice number from the invoice.
Invoice Total Without CurrencyThe total invoice amount, including tax, without the currency code.
Invoice TotalThe total invoice amount, including tax, with the currency code included.
Month YearThe current month and year, for example, October 2014. You can edit this placeholder to display earlier or later dates. For example, if the current month is December 2014, [Month Year+1] will display January 2015.
MonthThe current month of the year, for example, October. You can edit this placeholder to display earlier or later months. For example, [Month+1] will display the month after the invoice date.
Online Invoice LinkThe link to the online invoice.
ReferenceThe reference from the invoice.
Trading NameYour organization's legal/trading name set up in Organization Settings.
Week YearThe current week and year, for example, 46 2014. Weeks start on Monday. You can edit this placeholder to display earlier or later dates. For example, if the current week is 46 2014, [Week Year+1] will display 47 2014.
WeekThe current week of the calendar year, for example, Week 8. Weeks start on Monday. You can edit this placeholder to display earlier or later weeks. For example, [Week+1] will display the week after the invoice date. Week calculations follow the ISO 8601 standard. Week 1 starts on Monday and always includes the first Thursday of the new year. The last week of the year will be either 52 or 53.
YearThe current year. You can edit this placeholder to display earlier or later years. For example, [Year-1] will display the year before the invoice date.

Sales Invoice

PlaceholderDescription of the placeholder
Amount Due Without CurrencyThe amount due on the invoice, or remaining credit on the prepayment, including tax, without the currency code.
Amount DueThe amount due on the invoice, or remaining credit on the prepayment, with the currency code included.
Contact First NameThe first name of the contact stored in your contact's details.
Contact Last NameThe last name of the contact stored in your contact's details.
Contact NameThe name of the contact stored in your contact's details.
Currency CodeThe 3-letter code that represents the currency type .
Currency SymbolThe symbol representing the currency type.
Due DateThe due date from the invoice.
Invoice NumberThe invoice number from the invoice.
Invoice Total Without CurrencyThe total invoice amount, including tax, without the currency code.
Invoice TotalThe total invoice amount, including tax, with the currency code included.
Month YearThe current month and year, for example, October 2014. You can edit this placeholder to display earlier or later dates. For example, if the current month is December 2014, [Month Year+1] will display January 2015.
MonthThe current month of the year, for example, October. You can edit this placeholder to display earlier or later months. For example, [Month+1] will display the month after the invoice date.
Online Invoice LinkThe link to the online invoice.
ReferenceThe reference from the invoice.
Trading NameYour organization's legal/trading name set up in Organization Settings.
Week YearThe current week and year, for example, 46 2014. Weeks start on Monday. You can edit this placeholder to display earlier or later dates. For example, if the current week is 46 2014, [Week Year+1] will display 47 2014.
WeekThe current week of the calendar year, for example, Week 8. Weeks start on Monday. You can edit this placeholder to display earlier or later weeks. For example, [Week+1] will display the week after the invoice date. Week calculations follow the ISO 8601 standard. Week 1 starts on Monday and always includes the first Thursday of the new year. The last week of the year will be either 52 or 53.
YearThe current year. You can edit this placeholder to display earlier or later years. For example, [Year-1] will display the year before the invoice date.

Statements

PlaceholderDescription of the placeholder
Balance with Currency and SymbolIf you're emailing a statement, use this placeholder to show the customer's current statement balance with both the currency symbol and currency type included in the email.
Balance with SymbolIf you're emailing a statement, use this placeholder to show the customer's current statement balance with the currency symbol included in the email.
Contact First NameThe first name of the contact stored in your contact's details.
Contact Last NameThe last name of the contact stored in your contact's details.
Contact NameThe name of the contact stored in your contact's details.
Statement BalanceIf you're emailing a statement, use this placeholder to show the customer's current statement balance with the currency code included in the email.
Statement Date RangeThe period covered by the statement.
Trading NameYour organization's legal/trading name set up in Organization Settings.

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