Why are my Xero invoices going to spam?
Xero sends every invoice email from its own address, messaging-service@post.xero.com, and Xero says that address can’t be changed. Your customer sees your business name and their replies come to you, but the email itself comes from Xero, and some email filters are wary of it. The fix that works best: copy the invoice link in Xero and send it from your own email.
Check your own email first. Free, about 90 seconds. You get a grade and a plain-English list of what's working and what isn't.
Why this happens
A huge number of businesses send invoices through that one Xero address. Scammers know it too. Xero has warned that fake invoices have been sent through its own sending address, so company email filters look at these messages closely. Nothing you did caused it, and nothing in your own domain’s settings changes how Xero sends.
Send the invoice link from your own email
- In Xero, go to Sales, then Invoices, and open the invoice.
- If it’s still a draft, click the small arrow next to Approve & email and choose Approve & get link. If it’s already approved, click the menu icon and choose Get link.
- Click Copy, then paste the link into a normal email from your own mailbox with a line like “Here’s your invoice for October.”
Prefer a PDF? Use Approve & print PDF from the same arrow, save it and attach it to your email.
Make sure replies reach you
Xero lets you choose the name your customers see and the address their replies go to. If that’s set to an old address, replies vanish.
- Click your organisation name in Xero, then Settings, then Email settings.
- Next to Email address, click Edit, then Add email address.
- Enter the address replies should go to and the sender name customers should see, then click Add email.
- Xero emails that address an invitation. Accept it within 14 days.
One catch: if a customer writes a brand new email to Xero’s sending address instead of replying, it never reaches you. Your invoice should tell customers where to write.
If that didn’t work
If invoice links sent from your own email still land in junk, the problem is your email settings rather than Xero. Start with the business email going to spam guide, or run the free check below.
Send invoices for clients? Their emails can land in junk for the same reasons. See SenderFix for bookkeepers, or pricing for the Email Fix on each client's domain.
What this guide can’t do for you
It covers the common causes. It can’t tell you which of your tools is the one that’s failing, or give you the exact settings for your business and the company that manages your domain. That’s what the Email Fix does. We check every tool that sends email for you and give you steps written for your setup. If we can't find what's wrong with your email settings, you get your $299 back. The guarantee covers your email settings. No settings can fix email sent to people who didn't ask for it, like bought lists or mass emails.
See what's wrong with your email, free
Type in your business's web address (the part after the @ in your email). You'll get a plain-English answer: what's working, what isn't, and what to do next.
Common questions
Can I make Xero send invoices from my own email address?
Not at the moment. Xero's help center says the sending address is always messaging-service@post.xero.com and can't be changed. Sending the invoice link yourself is the closest option.
Will changing my domain's settings fix Xero invoices going to spam?
Not for the emails Xero sends, because they come from Xero's address. Your settings do matter for the emails you send yourself, including invoice links.
Can my customer still pay online if I send the link myself?
The link opens the same online invoice Xero would have emailed. Open it yourself once to check your payment options show up before you rely on it.
Should I ask customers to add Xero's address to their safe senders?
We'd avoid it. Xero has warned that scammers have used that same address, so asking customers to trust it could let fake invoices through. Sending the link from your own email is safer.
For your IT person or web developer
You can forward this page as it is. Everything below is written so someone who doesn't work with email settings every day can follow it.
Xero sends invoice and quote emails from messaging-service@post.xero.com through its own mail system. The business's domain is used only as the reply-to address, so its SPF, DKIM and DMARC records don't apply to these messages, and there's nothing to add to DNS for them.
1. Check the reply-to address
Organisation name → Settings → Email settings → Edit (next to Email address). Under “Reply to Email address”, use a mailbox someone reads. A new address must accept Xero's invitation email within 14 days. This needs the Standard or Administrator role.
2. Prefer links over Xero's email for customers who filter it
Sales → Invoices → open the invoice → Approve & get link (drafts) or the menu icon → Get link (approved). Paste the link into an email sent from the business's own mailbox, which is authenticated for its own domain.
3. Don't allow-list Xero's address
Xero's security noticeboard says phishing has been sent through messaging-service@post.xero.com. Allow-listing it at a customer's mail filter would let those through too.
Related guides
Written by the SenderFix team. Last updated .