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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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  • 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.

  • Rachel Rock commented  ·   ·  Report

    The original post was August 2023 and this still hasn't been updated by XERO. Surely there should be some kind of update on this already!

  • Karen Davey commented  ·   ·  Report

    Need this urgently please. Making payments to hundreds of suppliers each month and have to manually type in the remit advice email address on each one just so I can send out the remittance advice notes.

  • Lori Notman commented  ·   ·  Report

    Imperative for business - Majority of suppliers have a separate email address for the accounts/remittances. Their sales teams do not need to see the remittances, just as accounts departments don;t want to see every purchase order sent. For a business solution software this is ridiculous. Come on Xero if MYOB & QBO can do this why can't you!

  • Sinead Gibbons commented  ·   ·  Report

    Yes! I totally agree, this is a must. I don't think i'm on my own on this one, it seems everyone is looking for the same feature to be added. We had this option on previous softwares used. It saves so much time then needing to go through each customer to change the email when sending statements as the majority of our customer request invoices and statements sent to different email address than the primary contact. I'm really surprised that this feature has not already been added with the level of requests before mine.

  • Adele Dixon commented  ·   ·  Report

    It is also a problem for us when we add a Contact & then add the name & contact details.
    For Rayable Contacts & for Receivable Contacts... there are different names /job functions/email addresses attached to each. When we send statements we use certain contact details & when we have a purchasing query we contact a different person & department.
    With the current setup in XERO, one can not see which department each contact name is working in. Suzie works in Creditors & Anne work in Debtors. Please add a field so that one can add the role of the contact person.

  • Justin Camilleri commented  ·   ·  Report

    This is a feature that Xero could definitely use. We are constantly being emailed by suppliers to send remittances to a certain email address. Our primary email address relate to ordering.

  • Rhys Daniell commented  ·   ·  Report

    We are using the Xero API to post invoices from a POS system we have created.
    Our customer some large customers with multiple departments. They would like to specify which email address the invoice is sent to.

    The simplest solution would be to include the email address in the invoice data sent from our system to Xero. (If omitted, the main email address for the customer would be used.)

    A more secure solution would require that the email address be one of those entered in Xero for the customer or their contacts.

    An alternate solution would be to specify the id of the contact entered in Xero as an additional contact.

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