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Email Settings - Specify date/time to send transactions

Ability to specify date/time when users’ want to send emails from Xero.

Purpose: So clients/customers can receive the email during the working hours and not at random time.

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AdminXero Team (Admin, Xero) shared this idea  ·   ·  Report…  ·  Admin →
Completed  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Thanks so much for your enthusiasm here, everyone. We know many of you have been eagerly awaiting this release.

The ability to schedule the day and time a one-off invoice is sent is now live for all users. 🥳

Currently, this feature is only available when sending individual invoices.

We absolutely understand the interest in extending this type of functionality to other features like; repeating invoices, invoice reminders, statements and payslips. This will be a consideration for our teams as they continue to develop across features and we have some ideas I've linked below that I'd recommend joining so we can better gauge demand and ensure you hear updates for each.

For API-related requests, the best place to raise these is in our Xero Developer Ideas forum. I wasn’t able to see an existing idea for this there, so please feel free to submit one.

If you have other suggestions for how this feature could be improved, we’d love for you to raise them as new ideas, so our teams can consider them and keep you updated there.

Thanks again for your feedback and for continuing to share your ideas with us.

Show previous admin responses (5)
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  • Thea Bonham-Kelly commented  ·   ·  Report

    Hello, are we able to get early access to this scheduling feature please? Thanks, Thea

  • Elizabeth Babkenian commented  ·   ·  Report

    Hi There could we have early access to this future please it will be so useful to our business

  • Elizabeth B. Accounts Admin commented  ·   ·  Report

    Some further feedback on the invoices I scheduled to go out. Looking in the history and notes section I can see that the invoice was sent by email at the date and time I'd specified. However the status of the invoice remains 'Submitted for approval' rather than 'Awaiting Payment'

  • Victoria Hibbs commented  ·   ·  Report

    This is a great addition, FINALLY!!!! However, it only works for individual invoices. I send all my invoices at the end of the month. I would have to go into each invoice and schedule each time (30+ plus I know that is small fry but its 30 invoices I need to access independently which is a right pain). Is there scope for a block schedule function? And totally agree that you need a place to view those which havent been sent yet but are scheduled to go - where do they sit currently?

  • Bee Hesketh commented  ·   ·  Report

    I still don't see how to do this for repeating invoices? Our repeating invoices are still being sent out automatically at 2am (seriously unprofessional). So we are still having to send our hundreds of monthly repeating invoices manually.

    Why is it that repeating invoices are constantly left in the dark ages? I don't understand why you merged these product ideas to then totally ignore the hundreds of votes on this specifically for repeating invoices.

  • Elizabeth B. Accounts Admin commented  ·   ·  Report

    @kelly munro - Great development and thank you for including us in the release. I've just tried it and worked easily. I've got an invoice scheduled for a few days time.

    One immediate observation to feed back to you is that once an invoice has been scheduled there doesn't appear to be an obvious way that a user would know this. The history and notes aren't updated to say it's been scheduled.

    On the Sales Overview -> Invoices page, the invoice remains under the Awaiting Approval menu. A new menu would work better such as Scheduled or if a new menu isn't an option then maybe on the Awaiting Approval page a new column to flag that it has been scheduled.

    Hope this is helpful.

  • Shannon Walsh commented  ·   ·  Report

    I would like to be able to draft and approve invoices and have this set to email to a customer on a specific day.
    For example, if I can prep invoices on a friday, but all invoices are to be emailed on Mondays, I would like to be able to prep and schedule these on the friday so i don't have to log in on the monday again to send the emails to customers

  • Bee Hesketh commented  ·   ·  Report

    Great to hear that this is finally in development. I hope repeating invoices are being included in this development.

  • Eleanor Russell commented  ·   ·  Report

    @AR or anyone else looking for it - you have to press the Email function on your approved invoice, go as far as the email dialogue where you edit the email body you're sending with the invoice, in the bottom right corner the Send has Send and then a V arrow next to it - that gives you a suggested alternative time or build your own custom time.

  • Andrew Syme commented  ·   ·  Report

    To Add to whats not there. The Date / time function is NOT on the Sales Overview -> Invoices Screen (awaiting Payment / Paid Tabs), so Bulk sends cannot be delayed, only each individual invoice.
    Not sure what happens if you send an invoice on Scheduled time, and then resend it ??

  • A R commented  ·   ·  Report

    Thank you for adding this and letting us test it.

    - I see the "Schedule Email" options in the 🔽 dropdown.
    - I don't see any "tool tip on the invoice page".
    - I don't see any option to set the scheduled time for Repeating Invoices.
    - Is the date/time for the recipient or the sender's time zone? (Ideally this could be chosen, but it should, at least, be explained in the dialog.)

  • Angela Fernandez commented  ·   ·  Report

    I can not believe the day has finally come. Not even James Cameron leave you hanging for this long. Game changer!

  • Nick Shorter commented  ·   ·  Report

    Will there be any planned functionality to do the same/similar via API? i.e. you make the request to send an invoice via email, with one or more additional parameters flagging that you want it scheduled?

  • Kylie Dunn commented  ·   ·  Report

    It would be very handy if the function to email invoices included a schedule send option. I create invoices on weekends for our small business due to other commitments during the week, however it is best for our clients to receive their invoice emails on a business day. Because there is no function to schedule the send for another time I need to log in again just to send the invoices.

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