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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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  • 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.

  • Megan Clarke commented  ·   ·  Report

    We also really need this function. We have our contacts saved in twice one with a (accounts) at the end of their name, and another with (sales) at the end. This is simply so we can have separate emails for their relevant departments. Please update this, it would help us and it seems we aren't the only ones going by this thread.

  • Dee Brooks commented  ·   ·  Report

    Where a contact is both Customer and Supplier - Ability to assign a different default email for Sales transactions and purchase transactions. This way the system will know which email address to use for Invoices, Bills, Statements etc.

  • Nigel Smith commented  ·   ·  Report

    I could do this easier when using an Excel macro for quotes / invoices / purchase orders / remittances. Within Xero it is fraught with the possibility of mistakes.

  • Jessica Hall commented  ·   ·  Report

    This is critical for us. We have had many times were we send a PO to our supplier but its not received because it went to their accounts/invoicing email address.

    Now our only option is to add in all the emails (PO, Invoicing, Remittance) and try to remember to remove the unwanted emails at the time of sending it.

    But i have seen a few times recently where our invoices are also going to their sales emails etc. And we have to hope it's not confusing them.

    Having the option to allocate in customers/suppliers, an invoicing email, PO email and Remittance email would eliminate duplicate emails and risk of not being sent to the correct department.

  • Jessica Hall commented  ·   ·  Report

    This is critical for us. We have had many times were we send a PO to our supplier but its not received because it went to their accounts/invoicing email address.

    Now our only option is to add in all the emails (PO, Invoicing, Remittance) and try to remember to remove the unwanted emails at the time of sending it.

    But i have seen a few times recently where our invoices are also going to their sales emails etc. And we have to hope it's not confusing them.

    Having the option to allocate in customers/suppliers, an invoicing email, PO email and Remittance email would eliminate duplicate emails and risk of not being sent to the correct department.

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