Solved: How to Automatically Send Statements in Xero

Xero cannot send customer statements on a schedule, and it never will on its own, because Xero treats a statement as a billing document rather than a follow-up. To automate statement sending you connect a tool like Paidnice, which sends statements weekly or monthly, only to customers who actually owe you, and can send one consolidated statement for a whole company group.

The short version: Xero cannot schedule customer statements. To automate statement sending in Xero you connect a tool like Paidnice, which sends statements weekly or monthly, only to customers with a balance, and can even send one consolidated statement for a whole company group.

Key takeaways

• Xero generates statements but cannot schedule them, filter to who owes you, or skip weekends. It is manual and all-or-nothing.
• The fix is a connected app. Paidnice sends statements automatically on your schedule and rules, with setup in a few minutes.
• You stay in control. Send only to contacts with a balance, exclude specific customers, add statement interest, and send one consolidated statement per company group.
• If you only bill a handful of customers a month, Xero's manual batch is genuinely fine. You do not need this.

‍

Why Xero will never schedule statements

People file this as a missing setting. It is not. A statement in Xero is a billing artefact, the same family as an invoice, and Xero deliberately keeps billing separate from follow-up. Scheduling, filtering by balance, and skipping weekends all live in the follow-up world, which Xero leaves to connected apps. That is why this has sat near the top of Xero's product ideas forum for years without shipping, and why the practical answer is an app, not a wait.

We see the pattern from the other side. Across the Paidnice statement policies running on Xero today, the most common setup is monthly, sent only to contacts with an outstanding balance, with a short exclusion list for customers on a payment plan. In other words, almost nobody actually wants to send every customer a statement every month, which is exactly the all-or-nothing behaviour Xero's manual batch forces.

Does Xero send customer statements automatically?

No. Xero lets you generate statements and email them to several customers in a single batch, but it has no way to put that on a schedule. There is also no native option to send only to customers above a balance, to target a particular customer group, or to skip weekends. It is all manual, and all-or-nothing. This is one of the most requested ideas on Xero's own product forum, and the practical fix is a connected app.

How to automate statement sending in Xero (with Paidnice)

Paidnice connects to Xero and sends your statements for you, on your schedule and your rules. Setup takes a few minutes:

1. Connect Xero to Paidnice

The first step is to sync your Xero account with Paidnice. This allows Paidnice to access your Xero data and automatically generate statements.

‍To connect them:

• Sign up for a Paidnice account, you get a 30 day free trial to test it out.
• Follow the prompts after signup to connect and authorize Paidnice to sync with your Xero account.
• Paidnice will then pull in your customers, invoices and other data needed to create automated statements.

2. Create a new Auto-Statement Policy

Now that Paidnice is connected to Xero, you can start setting up your automated statement policies.

• In the Paidnice app, go to the Auto-Statements section on the left menu.

• Click "New Auto-Statement" to begin creating your first statement automation.

‍

3. Select your settings + assign to a group of Xero customers

When creating the auto-statement policy, you can customize:

• Which customers it applies to - you can select all customers or specific ones.
• The frequency - weekly, monthly etc. Pick the day you want statements sent.
• Select an email template that goes out to your customer from the presets (or create your own)
• Filters - send to customers with overdue invoices or all open balances.

4. Go live, send statements

Once you finish setting up the policy, save it and go live by turning off "Safe Mode" in Paidnice.

Now statements will start being automatically generated and emailed based on your policy schedule and rules!

Choose the schedule, the recipients, and who to exclude

This is where a dedicated tool earns its keep. You pick the cadence, the statement type, and exactly who is in or out, then it runs the same way every time.

New: Send one consolidated statement to a company group

If you invoice a parent company that owns several entities, sending a separate statement to each one is noise for them and admin for you. Paidnice can now group related companies together and send a single consolidated statement to the parent, covering every entity in the group.

Add interest to overdue statements (optional)

Statements are a nudge. If you want them to carry weight, Paidnice can also calculate statement interest on overdue balances each week or month and include it on the statement automatically. Statement interest is available on Professional plans and up.

When you should not automate statements

If you invoice only a handful of customers and you are happy to send statements by hand once a month, Xero's built-in batch is fine and you do not need Paidnice for statements alone. Automation earns its keep when you are sending to dozens of contacts, want to send only to people who owe you, need to exclude specific accounts, or want statement interest applied. Below that, the manual route is the cheaper answer, and we would rather tell you that than sell you a subscription you will not use.

One less thing to worry about

The beauty of automating statements through Paidnice is that it's one less tedious admin task you have to worry about. Statements will now be regularly sent to customers without you having to create, download and manually email them yourself every billing period.

You can relax knowing statements are being handled automatically in a consistent, professional manner. This frees up your time to focus on more important and strategic parts of operating your Xero business.

Additionally, Paidnice has other great features to make your invoicing and collections smoother. You can setup automatic late fees for overdue invoices, create payment reminder sequences, offer prompt payment discounts and more.

Automating statements is just the start. With Paidnice you can automate your entire accounts receivable process within Xero, which is how Paidnice customers cut their days sales outstanding by around 50% in the first 30 days. It saves you hours every month while keeping cash flow smooth and predictable.