Why Xero invoice reminders go to spam (and how to fix it)

Hi there. In this video I'm going to show you how to stop your Xero invoices going to spam. This can be for your invoices when you send them from Xero.

It can be all of your reminders, could even be the statements that you send or anything else. In this video I'm going to show you how you can avoid any of that stuff going to spam altogether. Now, the best way to do this is actually not to send them via Xero.

You'll the best way to do it is actually via sending them through another program. Obviously if you were to use your own email to send them, you'd have to manually do that, right? Which is if you have a lot of invoices, you can just print off the PDF and then send it that way.

That one way would work and then you send it through your own email, through Gmail or work email or something like this. But if you wanted to automate it the same capacity, then you'd want to use a tool like a Xero add-on like Paidnice. Now, Paidnice can send the invoices from your domain, your existing work work domain.

Could even send them from any email address. So, like accounts at or something similar to this. And then it will make sure that they use rails or email rails that are not Xero's because Xero sends millions of invoices every single day.

And so this means that companies that will not blacklist it for different IPs or things like this, typically large businesses or or large large orgs can typically blacklist specific IP addresses that then do do which do then block the actual receiving of those invoices and they do get marked as spam or just never arrive in the first place. So I'm going to show you how you can do that with Paidnice. Now, set up a Paidnice account and you can it's free to do this free to set this up and this is Paidnice and allows you to be able to send these different emails these different invoices in total.

So you can send you can send you can create different policies inside of Paidnice to send an invoice. So basically once you've approved the invoice inside of Xero we can then send it we can basically send it send it via our payment or sorry via our email rails to to the clients. We can also send reminders in the statements and and even in late fees and other things as well, but this one I'll show you this.

So, when you do set up your Paidnice account, you're going to want to set up an email policy. Now, you'll click on the policy and then you can you can calculate the the configuration of it. Right?

So, if this is going to be a send invoice policy or or or action that we want to do, we're going to set this to be send this email. I'm going to change that one down to on the issue date. So, this one now means that on the issue date of the invoice.

So, once you create it, Paidnice will send it. Now, Paidnice will then use this reminder template that we've got here. There's a variety of other templates that are pre-loaded and ready to go.

You can also create your own templates. Not going to be a big problem. Now, you can attach the PDF there as well, as well as any other invoice attachments as well if you so desire.

And you can do that. The other one that we can do is we'll do like a reminder as well. So to do like reminder 3 days before due date reminder.

Cool. So we can see our policies are there. I've also set up a little automatic statement policy as well.

So you can automatically send a statement every month. So this is just going to be we'll call this monthly statement and that's going to go on the first of the month including all outstanding items and using template there as well. Now while that one basically loads up I want to show you how the how to connect your domain into Paidnice.

Now it's a very simple process. You're going to go over to the organization settings here and then email preferences. Now, in here, this is where you can set up your custom domain.

You can see here, I've already put in my custom domain here, and it gives you once you pop that in, it's going to basically spit out some CNAME records. And then these these allow us to basically use your domain and then essentially use our email infrastructure through SendGrid to be able to send those to send send through those. And so then once you pop that in, you're going to verify your domain.

Cool. Now my domain is verified and active which means that I can now set that up. So you can see here my from address here is going to be at Christmas tree removal.co.nz.

So I change that to say denym or even let's go accounts. And so then it's going to be an accounts email. We'll go demo company.

We're going to go X we'll save that there. We go. So that's saved.

Now that what that means is now that it's going to come from my email address there at accounts Christmas tree removal.co.nz. Now the policy itself as you can see is is sitting in here. We've got the emails here.

We've got one here essentially like this is going to when when I generated our Xero invoice it's going to send it via the same payment rails. Sorry via the same email rails. And we can actually test that.

We're going to test that shortly but I want to first show you. So this is essentially inside these actions here. We've got scheduled actions and draft actions.

Because it's in draft mode at the moment, we can have to we have to manually release them. So I'll show you how that works shortly. But we've got we'll go down to our email templates here.

This is where those templates are that I showed you before. Now inside our we'll go to our invoice issued one here. So in here I've already got a I've already got one here basically with my little template already set up.

You can edit all of the details in here and and everything. So, I'm going to send myself a little testing on now just so we can have a look at what it looks like. Now, this will send it from my from my new email address here that I've set up.

So, we'll have a look at that. There it is there. Now, we can see here it's it sent it from my email address here.

It did the denym one, not the other one, but that's okay. It's cuz I didn't so quickly did it too quickly. But there you go.

So, we set it set it set it up as denym at Christmas tree removal.co.nz. And it sent it to me. Yeah.

And you've got the all the details here. You've also got the invoice itself attached as well as an example here as well from from Xero. So, yeah, basically sends it through the those rails there.

Now, what I'm going to do is I'm going to also show you lastly how to actually how you'll know if that's that email has been sent. Right. So, inside the draft actions here, you'll see the this here.

So, we're actually going to send this invoice reminder right now. You can also see a little a little preview inside Paidnice. So, what that email will look like as well before you even send it or before the system automatically sends it if you automate it through the system.

Now, we're going to action that now. Now, we're processing this stuff now for the video, but you can set it up so it automatically does this whenever you like. So, whenever you do send up these things.

So, got this one here, invoice email. And you can see here it's it's sent it from you can see the email history sent from the the email address I set up before is denym at Christmas tree removal.co.nz and it sent it to the right person there. So and this is where you'll be able to see if it's been open.

So you can see here it's been delivered or hasn't actually been delivered because it's sent it to to the demo company. So it's actually sent to fer which tell basically it's telling me hey this this email is bouncing which is kind of a good thing I guess. So the showing you the email history and showing you how that works and and yeah, so that's how that works.

So yeah, if you want to avoid any of them going to spam the way to do it is sending setting up them setting up your email inside of Paidnice and then using Paidnice to send your invoices for you. Yeah, so if you need any help with that, please message us. But other than that, thanks a lot. Ciao.