How to Set Up Automated "Thank You for Payment" Emails in Xero
TL;DR: Xero doesn't offer built-in "payment received" email automation, but Paidnice fills this gap. Connect your Xero account, set up a payment trigger, customize your message, and let automation handle client appreciation. Start free, no coding required.
The Problem: Xero Users Desperately Want Automatic Payment Confirmation Emails
Every month, Xero users search for a solution to the same problem:
"How do I set up automatic thank you emails when payments are received in Xero?"
"Can Xero send payment confirmation emails when invoices are reconciled?"
If you've asked these questions, you're not alone. The Xero community forums are filled with identical requests dating back years:
"I could not find a way to set up an automated 'Thank you for payment message' email that gets sent out once a payment is allocated." - Samantha H.
The harsh truth? Xero doesn't offer this functionality natively. But your clients still expect that professional touch.
Why Automatic "Payment Received" Emails Matter More Than You Think
Confirmation emails aren't just administrative fluff. They're relationship currency.
When a client pays, an immediate "thank you" does three critical things:
- Closes loops - Clients know their payment was processed successfully
- Reduces inquiries - Fewer "Did you get my payment?" emails clogging your inbox
- Builds trust - Demonstrates your attention to detail and professionalism
Consider this: 68% of customers leave because they perceive indifference. An automatic thank you is the simplest antidote.
The Paidnice Solution: Set Up Xero Payment Confirmation Emails in 4 Minutes
Here's how to automate payment confirmation emails with Paidnice:
1. Create Your Email Policy
Log into Paidnice and navigate to Default Group → Email Policies → + New Email Policy. Select "Invoice Marked Paid" as your trigger event.
2. Customize Your "Thank You for Payment" Message
Paidnice provides a default template, but personalization wins hearts. Add:
- Your company logo.
- Dynamic fields that auto-populate: {Customer_Name}, {Invoice_Number}, {Amount_Paid}.
- A genuine thank you that reflects your brand voice.
- Optional: link to your customer portal or next steps.
3. Set Your Timing
Choose when the email sends—immediately on payment or at a specific time of day. For reconciled payments, "On The Date Marked Paid" ensures timely delivery.
4. Test Before Going Live
Use Paidnice's preview function to see exactly what your clients will receive. Send a test to yourself before activating.
Beyond Basic 'Thank You's' Some Features You'll Love
Once your payment confirmation emails are running, explore these advanced options:
- Attachment automation: Include updated statements or receipts
- Conditional content: Different messages based on payment amount or customer type
- Multi-channel delivery: Add SMS confirmation for high-value payments
- Follow-up sequences: "We appreciate your business" messages a week later
Real Results: What Paidnice Users Experience
"Before Paidnice, we spent 5+ hours monthly on payment acknowledgments. Now it's automatic, and clients actually comment on how professional our process feels." - Sarah T., Accounting Manager
The average Paidnice user saves 3-4 hours per week on accounts receivable tasks. But the real ROI comes from improved client relationships.
Get Started with Paidnice: Your First 20 "Thank You" Emails Are Free
Setting this up takes less time than reading this article. Here's your action plan:
- Create your free Paidnice account
- Connect your Xero instance (2-click OAuth process)
- Set up your first Email Policy using the steps above
- Start getting paid on time, every time.
Start Sending Automatic Payment Thank You Emails Today →
FAQ: Xero Payment Confirmation Emails
Can I do this natively in Xero without Paidnice?
No. Xero doesn't currently offer automatic payment confirmation emails when invoices are marked as paid or reconciled. This has been a feature request since at least 2015.
Can I see if clients opened the thank you email?
Absolutely. Paidnice includes email tracking so you can see open and click rates for all your payment confirmations.
Is this compliant with email regulations?
Yes. Paidnice ensures all transactional emails are compliant with GDPR, CAN-SPAM, and other relevant regulations.
Related Articles:
