Invoice | Deposits - Set up email template
When utilising the option to request a DEPOSIT on an invoice there is a standard default email accompaniment. The text within this default email does not fit our business' needs and we have to manually adjust the content every time I send a deposit request when using it. I would like to suggest that we are able to create our own default deposit request accompanying email and select it from the drop down at time of use OR be permitted to edit the default somewhere permanently. The current method is time consuming and creates more work for me (the user). Can we please have the option to add our own default email for the purpose of accompanying deposit requests or a permanent fix on the current default.
Leolec Pty Ltd
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Aaron Duffy
commented
We have been using Xero for 4yrs now.
We are an events production company.
Our business generally sees bookings 6-9mths in advance.
We request a 20% deposit to secure the booking, then the remaining 80% is due 48hrs before the event (often 6-9mths later.)In order to minimize admin for our small business (managing multiple invoices), and to remove confusion for our crew (we using the picking slip function in crew paperwork to ensure correct delivery of the event), we find having a single invoice as a "single point of truth" is the safest and most efficient and practical.
This means doing multiple invoices is not an elegant solution.For the last 4 years we have created 1 invoice, and we have manually communicated to clients the deposit amount that is due.
This has been tricky integrating with Stripe as it would only process the full invoice.... So accepting payments was tricky, but we managed manually chasing this up.Note, we also attached our rental agreements to our invoices for clients, and refer to this in the email template too.
When I saw the new deposit function I was honestly excited, and I have been really happy with how it works and how easy it is.
Literally the email template is the only place where I feel the ball has been dropped. If that is fixed this will be perfection.
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Andrew Sykes
commented
We have the same requirement. Please can you add me to the update list?
Thanks
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Naomi Williams
commented
Another user here, and yes, I am also looking for this same feature.
At the moment, we’re using the same workaround as mentioned — manually rewriting the email every single time a deposit invoice is sent.
In our case, this creates unnecessary extra work and also introduces a greater chance of human error. It additionally means I can’t confidently delegate deposit invoice sending to our admin team, because each email requires manual intervention and checking.
I’m genuinely excited that Xero has introduced better deposit handling functionality, as previously we were forced to manage deposits outside the system entirely.
Given that standard invoice email templates are already user-editable within Xero, we’re hopeful there may be an opportunity for a relatively small future enhancement that would also allow users to standardise and customise the email templates used for deposit invoices to better suit their business requirements.