Send a receipt to a customer

  1. Overview
  2. Invoices & Quotes
  3. Payments on invoices you send
  4. Send a receipt to a customer

ⓘ This article is for small businesses who use Xero 

Overview

  • Print, view or email a PDF receipt after you've made a batch deposit or recorded a customer payment on an invoice in Xero.
  • Apply standard invoice templates to your receipts.
How it works

Create a receipt to email a copy to your customer or to view invoice payments.

You can generate a receipt either from the paid invoice or from the payment transaction in your bank account.

When you send receipts to customers:

  • You’ll need to create a standard invoice template for your receipts. If you haven't set up a template, the receipt will print on an unbranded template.
  • You can also use an advanced invoice template for a customised receipt.
  • You'll need to have the standard or advisor user role to print or email receipts.
Email or view a receipt from an invoice

Email a receipt

  1. Find and open a fully or partly paid invoice.
  2. Click the Payment [payment date] link.
  3. If the payment is for:
    • An individual invoice, click Options, then select Send Receipt
    • A batch deposit, click Send Receipt
  4. Enter or edit information in the Send Receipt window for the individual payment or batch deposit.
  5. To send yourself a copy of the receipt, select the Send me a copy checkbox.
  6. Click Send.

If you have multiple invoices in a batch deposit for a customer, they'll receive one PDF receipt showing all payments received.

View a receipt

To view a receipt for an invoice paid in a batch deposit, email a copy of the receipt to yourself. For an individual invoice paid in a single payment:

  1. Find and open a fully or partly paid invoice.
  2. Click the Payment [payment date] link.
  3. Click Options and select View Receipt (PDF).
  4. Select an invoice template, then click OK. Xero downloads a PDF version of the receipt to your computer.
Email or view a receipt from a bank account

Email a receipt

  1. In the Accounting menu, select Bank accounts.

  2. Click the name of the bank account you received a payment in.

  3. Find and open the payment. The payment transactions will have one of the following descriptions:

    • Payment: multiple items
    • Payment: Name of customer (for a single payment)
    • Name of customer (receive money transaction)

  4. If the payment is for:

    • An invoice or receive money transaction, click Options, then select Send Receipt.
    • A batch deposit, click Send Receipt.

  5. Enter or edit information in the Send Receipt window for the batch or single payment.

  6. To send yourself a copy of the receipt, select the Send me a copy checkbox.

  7. Click Send.

If you have multiple invoices in a batch deposit for a customer, they'll receive one PDF receipt showing all payments received.

View a receipt

To view a receipt for an invoice paid in a batch deposit, email a copy of the receipt to yourself. For an individual invoice paid in a single payment:

  1. In the Accounting menu, select Bank accounts.

  2. Click the name of the bank account you received a payment in.

  3. Find and open the payment.

  4. Click Options, then select View Receipt (PDF).

  5. Select an invoice template, then click OK. Xero downloads a PDF version of the receipt to your computer.

Receipt email fields explained
Field Description
To or Email

If the primary person in the contact doesn’t have an email address already, the entered address will save to them.

You can add other email addresses, but these will not update the contact in Xero.
From, Reply to

This is the email address set for outgoing emails.
Use branding theme

If you've set up a standard invoice template and want to use it for receipts, select it from the list.
Email template

Select an email template from the list.

The templates that display in the list depend on the template types you've added.

For example, if you've added two receipt templates, your list will include these two as well as the Xero default template (named receipt: Basic).
Show/hide placeholder info

Click Show placeholder info to show the placeholders you can add to your subject or message for this email type.

Click Hide placeholder info to hide the placeholder information.
Subject, Message

Xero populates the Subject and Message field with the text and placeholders set up in the selected email template. You can edit these directly in the field or customise the subject or message in an email template to reuse later.
Send me a copy

Select this checkbox if you'd like Xero to send your logged in email address a copy of the receipt(s).

 

 

Click here for more info!

Schedule a call with No Stress Accounting today!

Was this article helpful?