Why Xero reminders get filtered

Two things are working against good deliverability on Xero spam filters.

The sender address. Every Xero invoice reminder arrives from @xero.com not from your business. There have been hundreds of requests to change this so that it comes from @your-company instead (thread here) but it’s not possible yet. That means your customer’s inbox doesn’t recognise it as you. To their email provider, it looks like an automated notification from a software platform, which is exactly the kind of email spam filters are built to catch. Even if it makes it through, an automated Xero email isn’t going to feel as urgent as an email from a human.

Xero’s shared sending reputation. Xero sends emails on behalf of thousands of businesses through the same domain. That includes fraudsters - there are well-documented cases of people creating fake Xero accounts to send scam invoices, and it’s a problem Xero has repeatedly been called out on in its own community forum. One thread put it bluntly: the reputation of Xero’s sending domain is “probably already irredeemably damaged.” Legitimate emails get caught in the crossfire, because spam filters can’t distinguish your invoice from a scam one sent through the same infrastructure.

The result is that even a well-written, correctly timed reminder can vanish before your customer ever sees it.

The fix: send from your own domain

There’s no setting inside Xero that changes this. The only real solution is to send your reminders from your own email domain - so your customer sees your address in the from field, your domain’s reputation applies, and the email looks like it came from you rather than from a platform they’ve never opted in to hear from.

Xero doesn’t support this natively. You need a separate tool.

Tools that send from your own domain

Most of the established invoice chasing tools support custom domain sending, though some gate it behind higher plans.

Trove sends all reminders from your own domain on its Essential plan at £50/month. You also get configurable reminder sequences, debtor tracking, and the ability to set different workflows for different customers all on the same plan.

Chaser supports custom domain sending, but starts at £199/month which is a significant jump if deliverability is your primary concern.

Satago supports sending from your own email address, but only from its Premium plan upwards at £80/month. The entry plan at £45/month sends from Satago’s domain.

Paidnice supports custom domain sending from its $99/month plan. The $69/month entry plan does not include it.

Of the four, Trove offers custom domain sending at the lowest price, alongside the broadest set of chasing features.

One more thing worth knowing

Fixing your sender address will improve deliverability significantly, but it won’t guarantee every email lands. It’s also worth making sure whoever you’re sending to is the right contact - a reminder landing in a general accounts inbox, or going to someone who left the business six months ago, won’t get actioned however well it’s delivered. We’ve written about how to make sure your reminders reach the right person in our overview of Xero reminder limitations.

If your reminders are going out but nothing is coming back, the sender address is almost certainly part of the problem. Trove takes about five minutes to connect to your Xero account. You can start a free 30-day trial here or book a demo if you’d like to see it first.