Introduction
Customising your email settings in Xero ensures your invoices, quotes, and other documents are sent professionally and accurately. Here’s a simple guide in three steps.
Accessing Email Settings
Step 1: Click your Organisation name (top-left corner). Select Settings.
Step 2: Choose Email settings.
Once you’re on the Email Settings page, you can proceed to amend other preferences, including:
Setting the Send-To and Reply-To Email Address
Customising Templates & Signatures
Customising Templates & Signatures
Xero lets you personalize your email communications by customizing templates and adding signatures. This ensures all invoices, quotes, and statements reflect your business style.
Step 1: On the Email Settings page, find Templates and click Edit.
Step 2: Select and click the document type you want to customize (Invoice, Quote, Purchase Order, Statement). For this example, we will edit the Sales Invoice.
Step 3: Edit the template name, subject line, and message body to match your business style.
Step 4: Optionally, insert placeholders (e.g., [Contact Name], [Invoice Number]) to automatically personalize your emails.
Step 5: Click Save to apply your changes.
With these settings updated, your emails will be ready to send with a consistent and professional look.
Tip: Use placeholders like [ContactName] or [InvoiceNumber] to personalise messages automatically.
Setting the Send-To and Reply-To Email Address
Xero sends emails using your email address, but you can set a different Reply-To email so customer responses go to the right inbox. This is useful if you want replies to go to a shared team mailbox or a dedicated accounts email.
Step 1: On the Email Settings page, locate the Email Address field. Check the email used for sending and the reply address. To change the email address, click Edit.
Step 2: Click Add email address.
Step 3: Enter the Reply-To email address and the name you want recipients to see. Then,click Add email.
Once set, all emails sent from Xero will use this reply address, ensuring responses reach the correct inbox.
Frequently Asked Questions (FAQs) about Email Settings in Xero
Q: Can I send test emails before sending to customers?
A: Yes, always send a test email to yourself to verify the template, signature, and placeholders are correct.
Q: Can I have different email templates for invoices and quotes?
A: Yes, Xero allows separate templates for each document type.
Q: What are placeholders and how do I use them?
A: Placeholders like [ContactName] or [InvoiceNumber] automatically fill in the customer’s details and invoice info when sending emails.
Q: Can I change the reply-to email for each invoice?
A: No, Xero uses the default reply-to email set in Email Settings for all outgoing emails.
Conclusion
Setting up email settings in Xero ensures your communication looks professional and saves time. Start by accessing the email settings page, customise templates and signatures to reflect your brand, and always test your emails before sending them to customers. Using placeholders and the correct reply-to email ensures messages are personalised and responses go to the right place.