Struggling with Xero invoices landing in spam? Here’s how to fix it in 2025:
- Set Up Email Security: Add SPF, DKIM, and DMARC records to your domain’s DNS settings to authenticate your emails and reduce spam flags.
- Improve Invoice Emails: Use clear subject lines, professional formatting, and avoid spam-triggering phrases like "urgent" or "payment required."
- Track Email Performance: Monitor metrics like delivery rates, bounce rates, and spam complaints. Use AI tools to optimize delivery times and content.
- Build Sender Trust: Maintain a good domain reputation by addressing authentication failures and cleaning invalid email addresses.
- Leverage AI Tools: Use platforms like N-Able Mail Assure or Mesha‘s Marcus to analyze content, improve delivery rates, and automate reminders.
Fix This Before Your Email Marketing STOPS Working (2024 Gmail Spam Changes)
Step 1: Set Up Xero Email Settings Correctly
To ensure your invoices reach clients without issues, it’s crucial to configure SPF, DKIM, and DMARC protocols. These settings help protect against spoofing, verify your emails, and enforce security policies.
Set Up Email Security Protocols
| Protocol | Purpose | How It Helps |
|---|---|---|
| SPF | Authorizes approved IP addresses | Blocks fake emails pretending to be from you |
| DKIM | Adds a digital signature | Confirms your emails are genuine |
| DMARC | Enforces email policies | Tracks delivery and prevents misuse |
To get started, log into your domain registrar’s DNS settings and add the required TXT records. Follow Xero’s step-by-step guide for accurate implementation. These updates make your emails more trustworthy and less likely to end up in a spam folder.
Once these settings are active, you’ll need to connect your email sender identity with your business domain.
Add Your Business Email Domain
Linking your business domain is key to building credibility and bypassing spam filters. Verify that you own the domain, update DNS records with the necessary authentication protocols, and test your setup to confirm everything works smoothly.
Schedule Invoice Emails Effectively
When you send invoices can impact whether they’re noticed – or ignored. Use these timing tips to improve delivery and response rates:
| Time Period | Recommendation | Why It Works |
|---|---|---|
| Business Hours | Send between 9 AM – 4 PM | Matches when clients are active |
| Frequency | Stick to regular intervals | Builds consistency and trust |
| Volume | Spread out large batches | Avoids being flagged for high volume |
Leverage Xero’s analytics to identify the best times for your audience. While timing matters, earning trust with email providers is just as important for successful delivery.
Step 2: Write Better Invoice Emails
Write Clear Subject Lines
Getting your subject line right is crucial for avoiding spam filters and ensuring your invoice lands in the recipient’s inbox.
| Subject Line Component | Example |
|---|---|
| Invoice Number | INV-2025-1234 |
| Company Name | [ABC Corp] |
| Date Period | Jan 2025 |
Stick to a simple format like: "ABC Corp Invoice #1234 for January 2025." This keeps things clear and professional.
Format Email Content Properly
A well-structured email not only looks professional but also helps it pass through spam filters. Here’s how to format your invoice email:
- Start with a professional greeting.
- Clearly state the invoice details (e.g., number, amount, and due date).
- Use plain text instead of HTML-heavy designs.
- Limit links and images to avoid triggering spam filters.
- End with a professional signature block that includes your contact information.
Use AI Tools for Better Emails
AI tools can make your invoice emails more effective and ensure they reach their destination. For example, Mesha’s Marcus offers features to optimize your email content and delivery.
| AI Feature | Description and Impact |
|---|---|
| Content Optimization | Removes spam-triggering phrases like "urgent" or "payment required", lowering the chance of emails being flagged by 40% |
| Timing Analysis | Finds the best times to send emails, boosting open rates |
| Personalization | Creates tailored content for each recipient, increasing engagement |
Keep an eye on your email performance metrics, like delivery rates and open rates, and tweak your strategy as needed.
Once your emails are well-written, the next step is ensuring email providers trust your communications for consistent delivery.
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Step 3: Build Email Sender Trust
In 2025’s stricter email environment, ensuring Xero invoices reliably land in client inboxes depends heavily on building and maintaining email sender trust. With major email providers tightening security, proper authentication and reputation management are more important than ever.
Keep an Eye on Email Performance
Regularly tracking email performance metrics can help you spot and fix issues before they affect your business. Pay close attention to these key metrics:
| Metric | Target | Action Required |
|---|---|---|
| Bounce Rate | Under 2% | Remove invalid addresses |
| Spam Complaints | Under 0.1% | Review email content |
| Authentication Status | All active | Fix failures as soon as possible |
Authentication failures are a top reason Xero invoices get flagged as spam. Check these statuses weekly and address any problems quickly.
Using AI-powered tools like Omnisend can make monitoring easier and more effective. These tools can:
- Pinpoint the best times to send emails, boosting open rates by 25%.
- Evaluate spam risks, cutting down filtering by 40%.
- Provide insights into recipient behavior.
Set Up Alerts for Email Issues
Make sure your email provider’s alert system is set up to notify you of any delivery problems right away. This can include warnings about authentication failures, spam complaints, or changes in domain reputation. As Warwick de Zwaan, a Xero community member, highlights:
"We need to be able to send emails and questions from Xero Blue, Tax, Workpapers, XPM, without links."
This underscores the importance of maintaining clean email practices. Alerts allow you to act fast and prevent small issues from becoming big problems.
Step 4: Use AI to Improve Invoice Delivery
After building trust with email providers, AI tools can help ensure your invoices reach their destination. In today’s email environment, these tools are becoming essential for reliable invoice delivery through platforms like Xero.
AI Email Delivery Tools
AI tools can analyze key factors that influence email deliverability, helping boost your success rate. Tools like Mesha’s Marcus AI agent and N-Able Mail Assure integrate with Xero, with N-Able also working seamlessly with Microsoft Office 365.
Here’s how these tools can improve your invoicing process:
| Feature | What It Does | How It Helps |
|---|---|---|
| Content Analysis | Spots spam triggers before sending | Cuts spam flags by 35% |
| Sending Optimization | Finds the best times to send emails | Increases delivery rates by 25% |
| Authentication Checks | Verifies DKIM/SPF configurations | Lowers bounce rates by 45% |
Automated Payment Reminders
AI-powered systems are changing how businesses handle invoice follow-ups. These tools analyze customer behavior to send reminders at just the right time, making them more effective.
For example, MailChannels helps businesses improve invoice delivery success by 20% through:
- Adjusting schedules based on recipient engagement
- Automatically personalizing reminder messages
- Tracking delivery metrics in real-time
Fixing Xero Invoice Spam Issues
Ensuring Xero invoices reach your clients’ inboxes involves a mix of technical tweaks and smarter email strategies. With stricter email rules in 2025, combining these efforts with AI tools can make a big difference in delivery success.
Key Steps to Improve Delivery
Here’s how you can tackle the spam problem and improve invoice delivery:
-
Set Up Email Security
Add SPF and DKIM records in your DNS settings (takes about 1-2 hours). Tools like N-Able Mail Assure can help confirm everything is set up correctly. This can cut bounce rates by nearly half. -
Refine Invoice Email Content
Use clear subject lines and a professional layout for your invoices. AI tools can help spot potential spam triggers in your content. This step can be done in just 30 minutes. -
Track and Adjust Performance
Use AI-powered tools to monitor delivery rates and set up alerts from your email provider to catch issues early. Adjust sending times to match when recipients are most active. Initial setup takes about an hour.
AI tools add an extra layer of reliability, ensuring your emails are not just technically sound but also optimized for better engagement. These steps can help businesses maintain smooth invoice delivery and improve cash flow management.
FAQs
Here are some common questions and answers about improving Xero invoice delivery in 2025.
How do I set SPF and DKIM records?
- Log in to your domain provider’s DNS management panel.
- Add SPF and DKIM TXT records using the details provided by your email service provider.
- Allow 24-48 hours for DNS updates to take effect.
- Verify the records in your email provider’s dashboard.
"The lack of DKIM and DMARC support in Xero can lead to significant issues for businesses, including delayed payments and missed invoices, as emails may flag emails as spam or block delivery." – Recent findings from email authentication studies
How to Monitor and Fix Delivery Issues
If your invoices are landing in spam folders or you’re unsure about delivery success, focus on these metrics:
| Metric | Target | What to Do |
|---|---|---|
| Delivery Rate | Above 95% | Check your authentication settings. |
| Bounce Rate | Below 2% | Remove invalid email addresses. |
| Spam Complaints | None | Review and adjust email content. |
For better tracking and issue resolution, consider tools like N-Able Mail Assure. These tools help you:
- Monitor delivery metrics in real-time.
- Spot and address delivery problems quickly.
- Set alerts for authentication failures.
Do I need both SPF and DKIM?
Yes, both are necessary to meet the authentication standards of major providers like Google and Yahoo in 2025. Implementing both reduces the chances of your emails being flagged as spam.
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