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Contacts - Different default email addresses for different transactions in Xero

Ability to allocate different transactions to different email addresses.

Purpose: Because it’ll make users’ workflow easier when they’re dealing with the contacts that have different departments.

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

Hi community, we appreciate your continued feedback on having different default email addresses for various transaction types in Xero contacts, and the manual steps involved to ensure you're communicating with the right person for different purposes.

Currently, one way of managing this in Xero would be to include every additional person on a contact record in emails, and then removing those that aren't required when sending each transaction. However we totally get this isn't the ideal solution.

While being able to set different email addresses for differing transaction types is something we want to address longer term, like the idea for multiple addresses work for this feature requires cross-collaboration between teams in order to achieve.

Once the multiple addresses feature is live this is something we'll be able to consider more closely and provide further updates on. 

We do regularly review all ideas here, and your input is vital. We'll update you if anything changes. Thanks

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  • Jo Russell commented  ·   ·  Report

    The only way to get all of a Contact's people/emails addresses to appear in the Invoice Send function is to tick each person as "Included in emails".

    If everybody is marked as "included in emails" then everybody listed on that contact will receive all automated payment reminders. This is a worse solution that the current problem.

  • Marg Harkness commented  ·   ·  Report

    Xero, at least 60 people have made a comment or voted on this idea. Has anyone at Xero taken this on board and have a time frame of actually implementing something we want? No one from Xero seems to have replied to this at all.

  • Judi Shirley commented  ·   ·  Report

    I agree. This is absolutely crucial. And I need to be able to send statements to different email address than invoices for some customers.We have different contacts for sales and invoices for nearly every customer (nearly a thousand!), and some different contacts for sending statements.

  • Brian K. Hlady, CPA commented  ·   ·  Report

    Add a billing email address under Billing Address - this would allow invoices to be sent to a separate email such as Xero's bill up load, Hubdoc, Dext, a clients accounts payable, or literally anybody other than the owner.

    Yes, you can add people to send to in contacts, or in the repeating invoice email, but this would the first email address looked/used when sending an invoice.

  • Anita (BLETCHLEY TURF CO LTD) commented  ·   ·  Report

    I agree - tick boxes for invoices, statements, remittances for each contact as many companies have separate email addresses for their accounts payables and remittances

    I've attached the email (redacted) which I received this morning requesting that my remittances were sent to a different email address.

  • Katrina Jensen commented  ·   ·  Report

    Why is this not already an option? Surely I don't actually have to remember to change the suppliers email address every time I want to send them a remittance vs sending an invoice etc.

  • Lynn Collins commented  ·   ·  Report

    Even better, have settings that it will automatically pick the correct email address. Invoices go to one email address, statements to another etc. So many of our customers want correspondence this way but we end up sending mail to all email addresses to ensure it reaches the correct department.

  • Leanne Reid commented  ·   ·  Report

    When putting in contacts email, would be good to have tick boxes of what that email can receive.

    Invoices
    Statements
    Both

    We have a lot of customers wanting the invoices sent to their site contact and their accounts email and the statements sent only to the accounts email.

  • Jessica Hall commented  ·   ·  Report

    We are still having so many issues with this. PO's accidentally sent to accounts.

    Invoices accidentally sent to services team.

    We also note that even though we have all the emails saved in the contact under other emails. When we go to send an email in Xero it doesn't populate the emails in the drop down option.

    Xero this is such a critical function!!! Please rectify!!

  • Barry Gondaria commented  ·   ·  Report

    Hey,

    Any chance of having multiple email selections for sending PO, Invoices, remittance etc.

  • Melissa Joneshart commented  ·   ·  Report

    This is a constant issue for our business, more and more organisations..
    (generally government or medium to large businesses) are using automated invoicing / pay systems to streamline their purchasing activities.
    Xero DOES NOT allow for this feature.
    Instead has the email address needs to be entered in manually for each customer... This is not Accounts or time friendly especially if there are quite a number of customers now using these systems.

  • Leigh Spinney commented  ·   ·  Report

    This functionality is vital for scaling businesses. Very time consuming and a pretty basic requirement for accounting software.

  • Jane Mitchell commented  ·   ·  Report

    Invoices, Statements, PO's & Remittances - these should all have their own email contact option.
    Should be simple enough??

    Xero please provide an update?

  • Accounts Quinnys commented  ·   ·  Report

    This should a simple fix, other accounting software does this, I don't see why this can't be sorted now.

  • Steve WILKINSON commented  ·   ·  Report

    Hi Xero
    What is the point of circulating everyone who has liked this idea if you are not going to do anything about it?

  • Kelly Jones commented  ·   ·  Report

    What is the update on this? This is very time consuming and annoying.

  • Helen Norman commented  ·   ·  Report

    Absolutely needed by a number of my clients. Month end sending of statements is time consuming and subject to human error with missing email addresses.
    Sending both statements and invoices to the same listed people is not the preferred solution.

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