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Xero invoices going to spam? Why it happens and what to do

Xero invoices don't come from your email address. They come from Xero's, and that's the main reason some of them end up in your customers' junk folders.

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The short answer

When you email an invoice from Xero, it's sent from Xero's shared messaging address at post.xero.com. Your business name appears as the display name, and replies can go to you, but the real sender is Xero.

That causes two problems. A display name that doesn't match the sending address is one of the classic signs of invoice phishing, so strict filters, especially Microsoft 365 at larger companies, treat it with suspicion. And every Xero customer shares that sender, so you share its reputation too.

Xero users have been asking for own-domain sending for years. On its product ideas forum, Xero moved the request to in development in October 2026, saying substantial backend work is underway, but with no release date.

What you can do today

1. Set a reply-to address

In Xero's email settings, set the reply-to to your real business address. This doesn't affect spam filtering, but it makes sure a customer who replies, or who finds the invoice later, reaches you instead of a no-reply address.

2. Send important invoices from your own mailbox

For big invoices or customers who keep missing them, download the PDF from Xero and send it from you@yourcompany.com, ideally in the same thread you've been emailing them in. A message from an address they already correspond with is the one their filter trusts most. Your domain needs working SPF, DKIM and DMARC for this to help, so run the free check first.

3. Ask regular customers to allowlist Xero

For monthly clients, ask them or their IT person to add Xero's sender to their safe senders list. Copy the exact address from an invoice you've sent to yourself. A Microsoft 365 admin can allowlist it for the whole company.

4. Keep the email itself plain

A short message, a clear subject like "Invoice INV-0042 from Your Company", and no extra links get filtered less than long templates with lots of buttons and urgent wording.

What not to do

Don't add Xero to your SPF record to "authorise" it. SPF is checked against the domain that sends the message, and right now that's Xero's, not yours. Unneeded entries can push your SPF record over its 10-lookup limit and break it for your real email.

Get ready for own-domain sending

When Xero releases sending from your own address, it will almost certainly ask you to add DNS records, like every other service that sends as your domain. Businesses whose SPF, DKIM and DMARC are already in order will switch over in minutes. Businesses with two SPF records, missing DKIM or no DMARC will find their invoices land in spam for a different reason.

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We set up SPF, DKIM and DMARC for your email provider, find every tool that sends as you, test real emails to Gmail, Outlook and Yahoo, and send a short report. $199, and if there's nothing to fix, you don't pay.

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Questions

Why are my Xero invoices going to spam?

Xero sends invoices from its shared messaging address at post.xero.com, with your business name as the display name. Filters see a payment request whose display name doesn't match the real sender, and the shared address carries the reputation of everyone who uses it. Strict filters, especially at larger businesses, sometimes send that to junk or quarantine.

Can Xero send invoices from my own email address?

Not yet. Xero's product ideas forum lists sending from your own address as in development as of October 2026, with no release date. Today you can set a reply-to address so replies reach you, or download the invoice and send it from your own mailbox.

Does setting a reply-to address stop Xero invoices going to spam?

No. The reply-to only decides where your customer's reply goes. Spam filters judge the actual sender, which is still Xero's address.

What should I do before Xero adds own-domain sending?

Get your domain's SPF, DKIM and DMARC right now. When own-domain sending arrives, it will almost certainly ask you to add DNS records, and a domain that already authenticates its mail properly will have the smoothest switch.