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Change invoice reminder settings in bulk

Posted 5 years ago in Product by Hela Zouaghi
Posted by Hela Zouaghi

Last year, we introduced invoice reminders to help you follow up on overdue invoices effectively and get paid faster.

We’ve been watching ever since to make sure we keep making positive changes to the way you work as a small business. The latest invoicing release allows you to bulk select groups of invoices and switch reminders on or off from the main invoicing list without having to open each invoice — saving you clicks. You can already do this for your customers from the main contact list, but adding the same functionality to your invoice list makes managing reminders even easier and more personalized.

bulk update invoice reminders


It might be that you have a very loyal customer who you don’t want to send an invoice reminder to for some of the smaller amounts owing. You can now easily tailor your invoice reminders by updating your reminder preferences for multiple invoices from one screen in just a few clicks. If you feel that your customer does actually need a nudge to get around to paying you, you can bulk select those invoices and turn the reminder back on.

Bulk selecting invoice reminders saves you time and lets you manage debtors and your cash flow the way you want.



Alison Langdon
February 13, 2017 at 4.34 pm

Love the invoice reminders option in Xero, and this new enhancement will be great – so how do we get to the magic on/off button?

Hela Zouaghi
February 14, 2017 at 11.58 am

Hi Alison, I’m glad you like invoice reminders. If you have invoice reminders turned on from the main reminder settings page, you can find the options to turn reminders on/ off in bulk under the More button on the Awaiting Payment tab of the Invoices page. I hope that helps.

Hela Zouaghi
February 15, 2017 at 4.31 pm

The blog post has been updated with a screenshot for more clarity. Cheers.

Andrew Bryson
February 13, 2017 at 8.35 pm

Thanks for the new feature. It’d also be great if we could switch on/off invoice reminders when you create a repeating invoice. At the moment you can only do this only after the invoice is created from the repeating invoice.

Hela Zouaghi in reply to Andrew Bryson
February 16, 2017 at 11.30 am

Hi, I can see how that can be useful if you want to control the status of invoices reminders for a particular repeating invoice template. Alternatively, you could control the status of reminders for a particular customer which may help.

Otherwise, creating a community feature request can be a good way to get others behind this and explain your situation.

Aaron J. Angel
February 14, 2017 at 1.31 am

I’m glad to see this improvement. It would be nice if you could see whether or not reminders are turned on in the list of invoices, and to turn reminders on or off in invoice templates. For example, we have an invoice template for event sponsors; we don’t want to send automatic reminders to them.

Aaron J. Angel
February 14, 2017 at 1.33 am

Well, I should have refreshed before I posted my comment. I see there is now a column showing which invoices have reminders turned off. Still would be nice to modify and template to set it and forget it.

Hela Zouaghi in reply to Aaron J. Angel
February 16, 2017 at 11.52 am

Hey, glad you are liking the change. Controlling invoice reminders via an invoice template is not something we had thought about. In the meantime, you could create a contact group for your event sponsors and either singly or in bulk control the invoice reminders statuses for all those event sponsor customers.

Eli Gescheit
February 14, 2017 at 6.20 pm

Very useful, but is there way to schedule the time that invoice reminders are sent out? For some reason mine are sent outside business hours.

Darrell McNab
February 15, 2017 at 8.48 am

I like this initiative however I’d still like to see outstanding balances on invoices. Our invoices tend to be repeating and I think it’s a far more gentle reminder especially with smaller amounts or customers who have just overlooked an invoice from a few months back/had a cash flow problem for the month.

Hela Zouaghi in reply to Darrell McNab
February 16, 2017 at 11.53 am

Hi, showing outstanding balances on invoices is something your customers can see if they access the online version of an invoice after creating free Xero login. Plans to making this easier or provide more options as to where the outstanding balance is displayed is definitely in our sights.
We are also monitoring requests for auto email statements to customers which could help with following up those smaller amounts that have been outstanding for several months.

All Marketing
February 16, 2017 at 2.11 pm

When will invoice reminders be able to be “CC’d in to myself” as a function?
The reminders are of little use legally should they need to be drawn upon when the current system doesn’t offer the sender a copy for their records/evidence.

David Brennan
May 11, 2017 at 5.25 pm

We haven’t used Invoice Reminders because our impression is that they get turned on globally as soon as you enable them.

We only want to send Invoice Reminders to a subset of our customers, likely the worse offenders. We would be happy to do this by adding all these customers to a Contact Group and then mark that contact group as getting reminders, but from what I have read this is not possible.

I know we could do this manually by turn invoice reminders on then quickly turn them off for all customers except those in a particular group BUT as soon as we create new customers wouldn’t these new customers also start out getting reminders? We would want all new customers to NOT get reminders.

Hela Zouaghi in reply to David Brennan
May 11, 2017 at 6.08 pm

Hi David,
We don’t currently offer the possibility to have reminders turned off by default for new contacts.
However, two possible ways of getting around this are:
Option 1: Turn off reminders manually for each new customer added
Option 2: Every time new customers are added, select your Customers contact group, select all (excluding the ‘worst offenders’) and update reminders in bulk to Off.
I hope this makes sense.

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