--- title: "How to Email All Your Customers at Once from Xero or QuickBooks" description: "Xero and QuickBooks hold every customer's email address but are not built for a one-off message to all of them. Here are the options, from an export and BCC to a bulk announcement, and what to check before you press send." url: https://www.paidnice.com/blog/email-all-customers-from-xero-or-quickbooks --- # How to email all your customers at once from Xero or QuickBooks data Written by Ashley Schroder Personally tested Co-founder of Paidnice Ashley tested sending one message to every customer from Xero and QuickBooks Online data, comparing a contact export, QuickBooks batch email and Paidnice's bulk announcements. Reviewed by Jack Daffron Co-founder of Paidnice Published Nov 9, 2026 · 4 min ## Summary To email all your customers at once, use the addresses already in Xero or QuickBooks and send each customer their own copy. Export the contact list into an email tool, use QuickBooks' batch email for a small list, or send a bulk announcement from your AR tool, which reaches each customer's billing contacts from your usual address. - **Pick the right contacts:** The billing contact on each customer record, not everyone who ever emailed you. - **One copy each:** Send separate emails, never one email with every customer in To or CC. - **Same sender:** Send from the address customers already know, so the message is not mistaken for fraud. Your payment details are changing, or your office hours are, and every customer needs to know before their next payment run. Their email addresses are already in Xero or QuickBooks. Then you look for a "message all customers" button and cannot find one. Customers ask us how to do this for a bank details change and for holiday opening hours. Here is how to email all your customers at once from your accounting data, which option fits which message, and what to check so the email reaches the right person and is trusted. Free: Payment reminder email templatesCopy the reminder emails for before, on and after the due date. ## What are your options for emailing every customer? You have three options, and they differ in who sends the email and where replies go. | Option | Good for | Watch out for | | --- | --- | --- | | Export contacts into an email tool | Large lists and designed newsletters | A new sender address customers do not recognize | | QuickBooks batch email | A short list of QuickBooks customers | It opens your desktop mail program and works one page of customers at a time | | Bulk announcement from your AR tool | Payment and account notices | Only reaches contacts with an email address on file | ## How to email all customers using Xero data Xero sends invoices, quotes, statements and its own reminders, but we found no Xero feature for a one-off message to every contact. The usual route is to export your contacts and send from another tool. 1. In Xero, open Contacts and filter to customers. 2. Export the list, which includes each contact's email address. 3. Remove anyone who should not get the message, such as former customers. 4. Import the list into your email tool and send each customer a separate copy. Check who the export gives you. Xero sends invoice emails to the primary person and anyone with "Include in emails" ticked, so the billing contact may not be the first email on the record. ## How to email all customers in QuickBooks Online QuickBooks community answers describe a batch email from the Customers list: select the customers, open Batch actions and choose Email. Users report that it opens a desktop mail program such as Outlook rather than sending from QuickBooks, and that select-all only covers the page you are on. For more than a page of customers, users suggest exporting the customer contact list instead and sending from an email tool. Intuit's own batch option on the Customers list is for [sending statements](https://quickbooks.intuit.com/learn-support/en-us/help-article/customer-statements/create-send-customer-statements-quickbooks-online/L8bvb69Gg_US_en_US), which is a different message. ## What should you check before you send? Check the recipients, the sender and the wording before you send, because a message to every customer cannot be recalled. - **Separate copies:** never put every customer in To or CC. That shares your whole customer list with each of them. - **The sender:** use the address customers already get invoices from. A notice about payment details from a new address reads like fraud. - **Replies:** make sure the reply-to goes to an inbox someone reads that week. - **Payment details:** if the message mentions them, keep the old and new details clear and ask customers to confirm by phone. - **Who to leave out:** customers on direct debit or with a closed account may not need it. Payment details are the most common reason for these emails. A customer we onboarded found their portal was missing payment details altogether, and the fix was copying the invoice footer from the ledger into Paidnice's organization settings. Our [change of bank details letter](https://www.paidnice.com/blog/change-of-bank-details-letter-to-customers) has a template customers can verify. ## Should every customer get the same email? Not always. Some messages only apply to some customers, and sending them to everyone creates questions you then have to answer. One customer we set up sends different bank details on statements to different groups of customers, with statement settings per group. If your payment details differ by group, send each group its own notice. A price change or new terms can also be limited to the customers it affects. ## How to email all customers with Paidnice announcements Paidnice sends one-off announcements to the contacts you choose, using the customer data it syncs from Xero or QuickBooks, on every plan. An announcement has nothing to do with invoices: it carries no statement or invoice PDF, and it goes whether or not the customer owes you anything. 1. Write the message as an Announcement Email template. Files attached to the template go with every email. 2. On the Contacts page, tick the customers, open **Quick Actions** and click **Send N announcements**. 3. Pick the template and, if you like, an email sender profile, then click **Apply Now**. Each customer's primary contact person gets the email, plus anyone set to be included in emails, each with their own copy addressed to them by name. A customer is skipped if they are frozen, archived or have no email address on the primary contact, and the dialog lists who was left out. Sending from a sender profile on your own domain (Pro plan and above) keeps the announcement on the address customers know. In demos we usually show an announcement template sent to one chosen group. The same sending setup powers Paidnice's [email and SMS reminders](https://www.paidnice.com/email-sms-reminders). 💡 Paidnice insight Send an account notice from the same address and sender name as your invoices. Customers trust a change they can match to the supplier they already pay. ## Frequently asked questions ### Can I send a mass email from Xero? We found no Xero feature for a one-off email to all contacts. Export your contacts and send from an email tool, or use an AR app that sends announcements from your Xero data. ### Can I send a mass email from QuickBooks Online? Community answers describe a batch email from the Customers list that opens your desktop mail program. It suits a short list. For a long one, export the customer contact list. ### Can I preview a bulk announcement before it goes? In Paidnice there is no preview when sending to several contacts at once. Use **Send a test email** on the template to see it in your own inbox first. ### Does a bulk announcement go out if Safe Mode is on? No. In Paidnice a bulk send waits until Safe Mode is off, and a waiting bulk statement or announcement blocks a new one until it finishes. ### Can I send an announcement to only some customers? Yes. Tick only those customers on the Contacts page, then send. Customers you do not tick get nothing. ## Paidnice features in this article - [**Email and SMS reminders** Sends reminders by email and SMS on your schedule, each with a link to pay.](https://www.paidnice.com/email-sms-reminders) - [**Customer payment portal** Shows customers every open invoice in one place, where they can pay.](https://www.paidnice.com/customer-payment-portal) ## About the editorial team Written by Ashley Schroder Co-founder of Paidnice Ashley is a co-founder and lead developer of Paidnice and has built accounting software for more than 10 years. He builds the ledger connections that put reminders, late fees and payments into Xero, QuickBooks and ERPs such as NetSuite and Business Central. Before Paidnice he co-founded A2X, ecommerce accounting software for Xero and QuickBooks. Reviewed by Jack Daffron Co-founder of Paidnice Jack is a co-founder of Paidnice and has built accounting software for more than 10 years. He builds the product that sends reminders, adds late fees and takes payments for businesses on Xero, QuickBooks and ERPs such as NetSuite and Business Central. ### Try Our Free Accounts Receivable Calculators Optimize your cash flow with our suite of financial tools designed for AR professionals. Calculate DSO, aging analysis, late fees, and more. Explore Calculators ## Start getting paid on time with Paidnice Connect Xero or QuickBooks and Paidnice prepares draft policies for you. Nothing runs until you approve them. Try it FreeBook a Demo [Rated 5 stars, 160+ reviews](https://www.paidnice.com/reviews) · [App of the Year](https://www.paidnice.com/blog/winner-xero-global-app-awards-2026)