Email a remittance advice

After you've made a batch payment or recorded a payment on a bill in Xero, email a remittance advice PDF to let your contacts know you've paid them

Your user role determines if you can send a remittance advice.

User roles and their access to purchases in Xero

Things to do before you email a remittance advice

Before you can email a remittance advice, you'll need to record a payment on a bill or create a batch payment.

Email a remittance advice directly after making a batch payment or recording payment on a bill

  1. Click either:

    • Send Remittance Advice if you've made a single payment, or

      Image of Send remittance link

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

      Send remittance after batch payment

  2. In the Send Remittance Advice window, enter information into each field.

    Fields to fill out for remittance advice

    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 on the name of the bank account you paid the bill from.

    Click on the Bank account name from the Dashboard

  3. Find your payment and click into it.

    Batch payments will show as Payment: multiple items.

  4. Single payments will show as Payment: Name of person/organization.

    Single payment in bank transactions

  5. Click either:

    • Send Remittance if you've made a batch payment, or

      Send remittance after batch payment

    • Options, then select Send Remittance if you've made a single payment.

      Send a remittance later

  6. Enter or change information in the Send Remittance Advice window for the batch or single payment.

    Fields to fill out for remittance advice

  7. 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.

Fields to fill out for remittance advice

Information about entering or changing fields in the Send Remittance Advice window.

  • Email Template

    Select an email template from the list.

    The templates that display in the list depend on the template types you've added.

    For example, if you've added 2 remittance advice templates, your list will include these 2 as well as the Xero default template (named Remittance Advice: Basic).

    Add email templates for emails you send from Xero

  • 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 for this remittance advice item.

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

    Add 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 for this remittance item.

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

    Add email templates for emails you send from Xero

Information that displays on a remittance advice

The remittance advice displays all bill payments for a contact. If you have selected a branding theme, that will be applied to the remittance advice.

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).