How to Resend an Invoice in Xero
What Is the Quick Summary?
You can resend an invoice in Xero Accounting Software in under a minute. Open the invoice from the Awaiting Payment tab, select Email, check the recipient and message, and click Send. Xero then records the new email in the invoice history.
This guide explains the full process. You will learn how to resend a single invoice, send several at once, share an online invoice link, fix delivery problems, and set up reminders so you resend less often.
Key takeaways:
- Resending takes only a few clicks, and Xero logs every email it sends.
- Correct the contact’s email address first if the customer never received the original.
- Automatic reminders reduce the number of manual resends you need.
Why Would You Need to Resend an Invoice in Xero?
Customers lose emails, filter them into spam, or ask for another copy. Meanwhile, you may correct an invoice after you send it, and the customer then needs the updated version. In each case, a quick resend keeps your payment process moving.
Xero Accounting Software makes this easy because every approved invoice keeps its email controls and history on the same screen.
What Are the Most Common Reasons to Resend?
| Situation | Why you resend | Best action |
|---|---|---|
| Customer cannot find the original email | The message went to spam or got deleted | Resend the same invoice |
| You corrected an invoice after sending | The customer holds an outdated copy | Edit, then resend with a note |
| Email address was wrong or outdated | The first email never arrived | Fix the contact, then resend |
| Invoice is now overdue | You want a prompt for payment | Resend with a polite reminder message |
| Customer needs a copy for their accountant | Another person requires the file | Resend to an additional address |
Should You Resend or Send a Reminder?
Choose based on your goal. Resend an invoice when the customer needs the document itself. Send a reminder when the customer already has the invoice but has not paid. A reminder keeps the tone friendly and highlights the due date, while a resend sends the file again.
What Do You Need Before You Resend an Invoice?
A quick check saves you from sending the same problem twice. Confirm three details before you click Send.
Is the Invoice Approved?
You can only email an invoice after you approve it. Draft invoices and invoices awaiting approval don’t show the full sending options the same way. If your invoice sits in the Draft tab, approve it first, or choose Approve & Email if the option appears.
Is the Contact’s Email Address Correct?
Open the contact record under Contacts and review the primary email address. If you spot a typo or an outdated address, fix it now. Xero can also store additional email addresses for the same contact, so you can include a colleague in the message without retyping anything.
Does Your User Role Allow Sending?
Standard users and advisers can usually email invoices. Read-only users cannot. If the Email button does not appear, ask your organisation’s administrator to review your role under Settings, then Users.
How Do You Resend a Single Invoice in Xero?
Resending one invoice follows a short, repeatable routine. Xero Accounting Software keeps the steps nearly identical whether the invoice is new or old.
What Are the Step-by-Step Instructions?
- Go to Business, then Invoices.
- Open the Awaiting Payment tab, or search for the invoice number in the search box.
- Click the invoice to open it.
- Select Email (or Send) at the top of the screen.
- Check the To field and add or remove addresses as needed.
- Review the subject line and message. Edit them if you want to add a note.
- Confirm that the PDF attachment option suits your customer.
- Click Send.
After you send, Xero updates the invoice with a record of the email. You can see it later in the History and notes section.
How Do You Check That Xero Sent the Email?
Scroll to History and notes at the bottom of the invoice. Xero logs each email with the date, time, and recipient. If the invoice is also an online invoice, you may see a status that shows whether the customer viewed it.
This log helps you answer the common question, “Did you really send it?” with proof.
How Do You Resend an Invoice With a Custom Message?
A generic email works, but a personal note often gets faster results. Fortunately, Xero lets you change the message every time you send.
How Do You Edit the Email Before You Send?
In the email window, click into the subject line and message body. You can add a polite note, such as a due-date reminder, a correction, or payment instructions. Keep the message short and clear so the customer sees the key information immediately.
How Do You Use or Change Email Templates?
Xero stores email templates for each message type. To review them, open Settings, then Invoice settings, then Email templates. You can edit the wording, add placeholders such as the customer name and invoice number, and set different templates for invoices, reminders, and statements. As a result, you save time because the template fills in most of the message automatically.
How Do You Resend Several Invoices at Once?
If you chase many customers, sending one at a time wastes effort. Xero offers faster options for batches.
How Do You Send Multiple Invoices From the Invoice List?
Open the Awaiting Payment tab and tick the boxes next to the invoices you want. Look for a bulk action such as Send or Email above the list. Xero then prepares the messages and lets you confirm them. Because each invoice may go to a different contact, double-check the recipients before you finish.
Menu labels can differ slightly depending on your plan and interface version, so follow the on-screen options.
How Do You Send a Customer Statement Instead?
When one customer owes several invoices, a statement may work better than many separate emails. A statement lists all outstanding invoices in one document. Go to Contacts, open the customer, and choose the option to send a statement. This approach reduces clutter and helps the customer pay everything at once.
How Do You Share an Online Invoice Link Instead of an Email?
Sometimes the customer cannot access email, or you prefer another channel. Online invoices give you a flexible alternative.
How Do You Copy the Online Invoice Link?
Open the invoice and look for the option to view or copy the online invoice link, often under Options. You can paste that link into a chat message, a text message, or another system. The customer opens the invoice in a browser, and they can often pay online if you have enabled online payment services.
How Do You Download or Print the Invoice as a PDF?
Use Options, then Print PDF to create a copy. You can attach the PDF to your own email, upload it to a customer portal, or send it by post. However, emailing through Xero is the best choice for audit trails, because the system records the send automatically.
What Should You Do If the Customer Still Does Not Receive the Invoice?
Even correct emails can fail. Therefore, work through a short checklist when a customer reports a problem.
Which Delivery Problems Occur Most Often?
- Spam or junk folders. Ask the customer to check them and mark the sender as safe.
- Typos in the address. Compare the email on the contact record with the one the customer gave you.
- Full mailboxes. The customer’s inbox may reject new messages.
- Company filters. A strict firewall can block attachments or links.
- Wrong contact selected. The invoice may belong to a duplicate contact record with an old address.
What Can You Do to Improve Delivery?
First, ask the customer to add Xero’s sending address to their safe sender list. Second, send to a second contact at the same company. Third, share the online invoice link or a PDF through another channel. If problems continue across many customers, contact Xero support through Xero Central, because they can review delivery logs and settings.
How Can You Reduce How Often You Resend Invoices?
A little setup work lowers your manual workload. Xero Accounting Software includes tools that handle follow-ups for you.
How Do Invoice Reminders Work?
Open Settings, then Invoice settings, then Invoice reminders. You can switch on automatic reminders and choose when they are sent, such as a few days before the due date and after it passes. Xero sends the reminder to the customer for you, so you spend less time chasing payments.
Which Habits Help Prevent Resends?
- Verify the customer’s email address when you create the contact.
- Send a test invoice to yourself when you first set up a template.
- Use clear subject lines that contain the invoice number and your business name.
- Ask new customers to allow your sending address.
- Include payment terms and online payment options on every invoice.
How Do Branding Themes Affect Your Emails?
Branding themes control how the invoice looks, including logo, colours, and layout. A professional theme builds trust, and customers are less likely to mistake your email for spam. You can edit themes under Settings> Invoice settings> Branding themes.
What Should You Remember About Resending Invoices in Xero?
Resending an invoice in Xero is simple: open the invoice, select Email, check the recipient, add a short message, and send. Always confirm the contact’s email address first, because a wrong address causes most failed deliveries. If you changed the invoice, tell the customer what changed so they know which version to pay.
To save time, use email templates, bulk sending, statements, and automatic reminders. With these tools, Xero Accounting Software helps you collect payments faster and keep a clear record of every message. For the latest official steps, consult Xero Central.
Frequently Asked Questions
Yes. You can email the same invoice as many times as you need. Xero logs each send in the invoice history, so you always know when and to whom you sent it.
No. Resending does not alter the invoice status or the amount owed. The invoice stays in Awaiting Payment until you record a payment, void it, or otherwise change it.
Yes. If a customer needs a copy for their records, open the paid invoice and email it again. The invoice keeps its paid status, and the customer receives a copy that shows the payment.
