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Emailing files into Xero and more

Posted 8 years ago in Xero news by Aaron Palardy
Posted by Aaron Palardy

Today’s big news is our payroll launch in US but there are plenty of other things to talk about too.

First up, Craig Walker, our highly productive CTO, and his growing team in New York, have been busy enhancing Files.

Emailing files into Xero

You’ll notice a funky looking email address displayed on your Files inbox. This is unique to your organisation and any attachments you send to this address will automatically appear in your Files inbox.


Take a photo from your webcam

For Firefox and Chrome users with a webcam, you can now take a snapshot from your camera and have this added as an image to any of your Files folders. Inspired by a request on community and a challenge from his wife Catherine that she didn’t think he could do it (red flag to a bull), Craig knocked this out over a rainy weekend. Pretty cool and is, in fact, a very quick way to record document images quickly without having to take a scan or send an email.

Take a photo and email the file into Xero

Following on from the first release of purchase orders last month we’ve added the most popular request from all the feedback we received.

Search for purchase order delivery address by contact

Simply click on the Search by Contact option and select from one of your contact’s addresses.

Search contacts in Xero for a delivery address

We’ve also been able to tick off our 4th most voted for feature request!

Multiple email addresses on a contact

On each contact record you can add up to five additional people and their email addresses. You select whether to add each email to the recipient list on any outgoing Xero emails.

Multiple email addresses in Xero

But wait, there’s more.

  • Inventory items on cash transactions

  • Improved statement search

  • Reference field on bank transfer transactions

  • More control over check alignment (US)

  • Updated Taxable Payments Annual Report (AU)

Phew! You can read our full release notes in Help.

Plenty of other goodness still being worked on including improved reporting and EC sales and purchase reporting for the UK. More on this over the next month or so.

And one final note, the pricing changes we announced last month will take effect on Monday morning, local time.



December 24, 2013 at 7.35 am

@Andrew. One more observation. Dragging the preview around in Safari 7.0.1 leaves wireframe shadows behind it for me.

Carl Partridge
January 13, 2014 at 11.26 pm

Hi, this is a great new feature. May I second @Trevor’s request regarding invoices that are received as part of the email body itself. Perhaps Xero’s behaviour might be that, if there are no files attached to the email, then the email itself is processed and saved as a PDF, so that it can be attached to bills, invoices, etc. Many of my invoices are emailed to me in this way, i.e. they’re not attachments but part of the email itself.

January 17, 2014 at 6.13 pm

Help needed – when I went to setup an autoforward to Xero Files, Gmail has asked me for confirmation code, which I cannot get due to Xero Files only displaying attachments. How did others set this up? Thank you @Alex

January 24, 2014 at 3.39 pm

It would be good if we could force the user to add file attachments to certain expenses eg. New Capital, Repairs & Maintenance, Donations. The setting for this could be in the chart of accounts edit account. Please vote https://community.xero.com/business/discussion/3936213/

February 8, 2014 at 2.12 am

Could the image preview for mac users use the system preview function, rather like Mailplane does it? I’ve no idea if that is possible from a ‘pure’ website, but it would be great!

Johan Bichel Lindegaard
March 13, 2014 at 10.48 am

I get most of my receipts as plain text. Could you please save these when forwarded to the email address as .txt files or convert them to a pdf. It is very cumbersome that I have to print my receipts to a file and then upload them manually.

Andrew Tokeley in reply to Johan Bichel Lindegaard
March 13, 2014 at 4.47 pm

As long as you attach/email the file using an .txt extension, it should work OK. If you’re still having trouble let support@xero.com know. Cheers.

Johan Bichel Lindegaard
March 13, 2014 at 5.25 pm

Hi Andrew,
I am aware you also support .txt extensions as attachments. However this does not resolve the issue. The use case is that a lot of people uses automation to filter incoming receipts and invoices in their email clients. I have a filter that will automatically forward specific patterns to the xero inbox address. This is no good if the receipt is a text email with no attachments. If I have to download the email save it as a .txt file and then forward it to the address it defeats the purpose of this automation entirely.

I managed to get around this limitation by writing a Google App Script that converts incoming Receipts to pdf’s attaches it to itself and then forwards the emai lot xero.

You can fin the script here: https://gist.github.com/mrbichel/9521765
Just insert your own xero files inbox address.

Andrew Tokeley
March 15, 2014 at 5.26 am

@Johan – ah, gotcha. Yes, that would be nice and is something we have on the list. Nice idea with the script 😉

April 11, 2014 at 5.38 pm

As per Max’s comment above, I would also like to setup forwarding in Gmail. Has anybody able to do this?
“Gmail has asked me for confirmation code, which I cannot get due to Xero Files only displaying attachments. How did others set this up?”

Andrew Tokeley
May 1, 2014 at 1.02 pm

@Max, @Will – unfortunately you can’t access the confirmation e-mail that Google sends to the Xero Files e-mail (that contains the code). Since it doesn’t contain an attachment we don’t put it in your Files Inbox. We are considering allowing attachment-less emails to be sent to Xero Files, possibly as a simple text file representation of the email content. If we do this – you’ll receive the code and will be able to complete the process.

In the meantime – #Johan’s – script above is another alternative to forwarding that seems to work.

September 18, 2014 at 1.57 am


Just following up on the possibility of Xero automatically adding a pdf version of the body of the email being sent to files? It would be really handy since we could use that as the authorisation from the client to process the invoice and ask them to include the coding for the invoice on the email.

Any progress on this?

October 8, 2015 at 11.37 am

Loving the Add photo form webcam function but could we make it more streamline/faster to use by adding the take photo button to the New Bill/Invoice pages so we don’t have to continually go back to the File library instead.

September 8, 2017 at 5.39 pm


Can someone suggest when the client is uploading the invoices through email on xero, what can be the reason that the logos in the emails also gets saved in the xero files creating bulk of junk files (images).

Can someone suggest how I can stop this? Is there something lacking in our setting.

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