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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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  • Samantha Davies commented  ·   ·  Report

    We are currently having some issues with communication from Xero, we are having to manually manipulate the email addresses when we send out documents. This is becoming tedious when sending out remittances/statements as we're having to go through one by one which defeats the point of sending in batches.

    We should be able to set up on the contact card an email address for Invoices, statements, PO's and then maybe a generic contact.

    For example see below and screenshot, even if there is a possibility we can add multiple email addresses' to one contact email.

    Current Setup Proposed Set up Examples
    Contact 1 Generic Contact John.Doe@email.com; Jane.doe@email.com
    Contact 2 Invoice Contact Invoices@email.com
    Contact 3 Statement Contact statements@email.com
    Contact 4 PO Contact purchase.orders@email.com
    Contact 5 Remittance Advice Contact cash.remittances@email.com

  • Becky Plant commented  ·   ·  Report

    Yes! This would be so helpful as often quotes go to the individual for approval/PO requesting, the invoice goes to accounts payable and statements to a separate person in finance for chasing up.

  • Hans Walzl commented  ·   ·  Report

    The one improvement we would like to see.

  • Jenny Romeril commented  ·   ·  Report

    We are getting more and more requests for different emails to be used for invoices/statements and general correspondence. Please give us more options for email address use, most companies have many emails for different uses and some are going to apps which deal with specific documents. Urgently required.

  • DNC Ltd commented  ·   ·  Report

    Over a year on and this vital action is not possible. I have just been asked by our customer why she has to receive duplicate emails all the time and it's rather embarrassing to have to say 'we don't use SAGE' ... maybe we should?

  • Casey Crocker commented  ·   ·  Report

    we are being asked to send invoices, statements and remittance advices to different email addresses as our customers have an automated processing system for their invoices. The other documents are not being received by the appropriate person due to only being able to send to one email address for all documents. We shouldn't be having to manually enter the email address each time we need to send the Statement/invoices/quote. It's a waste of time and tedious when there are multiple customers needing it.

  • Marg Harkness commented  ·   ·  Report

    This would help us a great deal - just about every supplier we deal with has a separate email address for the remittances. As we generally send only one remittance a month the email address is set up for the sales emails. So for every batch we have to wipe that email address out and manually type in another address, very time consuming when there are 20 or so suppliers in a batch. Please create a separate email option for remittances.

  • Ciara Hood commented  ·   ·  Report

    This would be very benificals to our operations

  • David Shea commented  ·   ·  Report

    this should offer different emails for all options
    eg quotes vs invoices

  • Naylz Bay Topsoil commented  ·   ·  Report

    Do Xero actually pay any attention to customer requests for features. This has been around since 2015 and still not implemented

  • Calvin Karsten commented  ·   ·  Report

    Very critical for users! being able to allocate this info on the contact level so automated statements sending becomes super easy.

    Would think this is simple fundamentals for an accounting software your size.

    Please make it happen :)

  • James Beylotte commented  ·   ·  Report

    This would be very helpful to us!
    Furthermore, in the Contact, we would like the ability to map each email address to specific items: PO, Invoice, Quote, Remittance, Invoice Reminder, etc. because there are too many emails associated with each Contact and not everyone in our organization knows which email address to use for each type of item.

  • Adam Formica commented  ·   ·  Report

    Think this would be very helpful to our organistaion as we have a number of project running for a number of clients who have different cc needs.

  • Gemma Indra commented  ·   ·  Report

    Xero .... if your customers have been asking for this for over 1 year... why haven't you implemented this yet???
    Just give us a drop-down box where we can select which email address we want to send the purchase order/remittance/invoice etc to !! Please :)

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