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Xero HQ puts emails where you need them

Posted 9 months ago in Advisors by Neill Fraser
Posted by Neill Fraser

For accountants and bookkeepers using Xero HQ, having client correspondence right where you need it is about to be a reality with the free Xero HQ add-in for Outlook in Microsoft Office 365. This powerful integration allows you to save emails in Microsoft Outlook directly to Xero HQ in just a few clicks.

The integration creates a truly connected experience for accounting practices – joining two of the world’s most popular cloud business applications in one place with this next generation platform.

For Xero partners like RightWay New Zealand this will have an immediate impact for practices – “By integrating Xero HQ and Office 365, we will be able to ensure both our accounting team have all our client information available in one place. That way, we’ve got the full picture before we start work or contact our clients.” Nickie Sheehan – RightWay Operations Manager.

The client correspondence you need, in one place

The new Xero HQ add-in for Outlook removes the need to track and share emails by allowing you to file important information in the relevant client record of Xero HQ.

Saved emails are visible to all users within the practice in Xero HQ so no matter who is working on the client, they will always have that information at hand.

Getting started

Firstly, you’ll need to be using Outlook on the web or Outlook 2013 / Outlook 2016. You’ll find the Xero HQ add-in listed in the Microsoft AppSource store. Select ‘Get it now’, then sign-in with your Microsoft login (or create one if you don’t have an account).  The add-in will be added to your account. To enable the add-in from Outlook for web, go to Settings -> Manage Integrations -> add- ins.

Once installed, the Xero HQ add-in will appear as a logo avatar in the top right corner of every email.

When you first select the add-in, you will need to login with your Xero details. If you have multiple logins, make sure you’re using the login for the practice you wish to save correspondence to.

Xero HQ emails

When you’re logged in, select the practice and then you can select the client whose emails you’d like to save. Choose the attributes you wish to include, such as attachments and any tags you’d like email to associated with in Xero HQ, ie GST, general enquiry, etc.

Xero HQ emails

Click “Save to Xero HQ” and the email will be sent directly into your client notes record in Xero HQ. It’s that simple.

Xero HQ emails

What’s next?

Big things are happening for Xero HQ! In the coming months, we will be announcing our first app partnerships which will introduce an entirely new world of opportunities to practices in the Xero HQ platform. These connections will allow you to keep using the tools you love and create a seamless experience that delivers efficiency to you and your staff members and will drive your practice growth.

Xero HQ is available free of charge to all Xero Partners. If you’re already a Xero HQ user, click here to login or; learn more about Xero HQ here.

The Xero HQ add-in for Outlook supports Outlook 2013, Outlook 2016 and Outlook on Web. To download and see a list of all supported products, click here.


Andrew Sheridan
August 17, 2017 at 12.08 am

This is awesome, any plans to integrate in the same way with G Suite (Gmail)? I am sure there are a lot of accountants (like us) that use G Suite instead of Office 365

Neill Fraser in reply to Andrew Sheridan
August 17, 2017 at 5.01 pm

Hi Andrew, we have a number of integrations that we are currently considering for Xero HQ. G Suite is not on the immediate roadmap but something we may consider based on demand in the future.

Donnie B in reply to Neill Fraser
August 18, 2017 at 10.34 pm

Really?………….I would have thought that the solid integration with Xero core and G Suite would make this a must have……….

Richard Wimsett
September 14, 2017 at 1.19 pm

Agreed we moved to G suite early on when xero were Google friendly…

Charles Klvana
August 17, 2017 at 3.16 pm

That looks absolutely awesome! Can’t wait. Is there any chance this will also come to XPM? We use notes and client contacts in there currently, as well as job management, so auto-saving emails etc in there would be fantastic as well!!

Neill Fraser in reply to Charles Klvana
August 17, 2017 at 4.59 pm

Thanks Charles, we’re really excited to have this available! Unfortunately there are no plans currently for this integration to be added to XPM, this is a be-spoke add-in built specifically for the Xero HQ platform.

Charles Klvana in reply to Neill Fraser
August 17, 2017 at 9.11 pm

Thanks Neill. That’s a shame. If you could pass on to the XPM guys that they should do similar, that’d be great. that way, everything really would be in the one place!

carlos p
August 18, 2017 at 6.01 am

Outlook what year is it? 1999? can we get a gsuite or gmail hookup? who uses outlook? its 2017. desktop apps are for old people. eh call me when you get google.

Neill Fraser in reply to carlos p
August 21, 2017 at 3.56 pm

Hi Carlos, the Outlook integration is for the Microsoft cloud products. We are investigating other integrations and appreciate your feedback.

Lisa Wain
August 23, 2017 at 4.39 am

I’ll be waiting for Gmail too, can’t believe it is not on the horizon! Really?? Crazy!

August 23, 2017 at 11.56 pm

Is this why Xero hasn’t integrated with Karbon?

Mat Arcus
August 28, 2017 at 9.34 pm

+1 for gmail integration as well, would be great feature to have.

Christian - Rightway
August 29, 2017 at 11.20 am

This is so good! We are using it already at Rightway and the team are LOVING it. Thanks Xero <3
p.s. Great blog Neill

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