Keep Your Xero Invoices Out of the Spam Folder with Mailpro

When you’re managing a business, cash flow depends on communication — and one of the most crucial messages you send is your invoice. For thousands of companies around the world, Xero has become an indispensable accounting platform that simplifies bookkeeping, invoicing, and financial management. However, many users face a frustrating and often costly issue: their Xero invoice emails never reach their clients’ inboxes.

Imagine sending a perfectly crafted invoice only to realize days or weeks later that your client never received it. You resend it, they finally find the original message buried in their spam folder, and by then, the payment is delayed. It’s not only inconvenient — it affects your cash flow, damages your professionalism, and creates unnecessary tension between you and your clients.

This problem is more common than you might think, and it has nothing to do with your business or your message. It’s a technical deliverability issue, one that happens when email providers mark automated messages — like invoices or payment reminders — as potential spam. Unfortunately, even legitimate businesses get caught in this trap.

That’s where Mailpro comes in.

Mailpro offers a powerful SMTP relay and transactional email service that ensures your important messages — such as invoices from Xero — arrive directly in your client’s inbox, not their junk folder. With Swiss-hosted infrastructure, strong domain authentication, and detailed delivery tracking, Mailpro gives you full control and visibility over your invoice emails.

In this article, we’ll break down:

• Why Xero invoice emails often end up in spam,
• How Mailpro fixes the problem through better authentication and reputation management,
• The simple steps to connect Mailpro with Xero,
• And how you can take advantage of Mailpro’s automation, branding, and tracking tools to send invoices with confidence.

Whether you’re a small business owner, accountant, or freelancer using Xero, this guide will show you how to stop losing invoices to spam — and start getting paid faster, with Mailpro by your side.

Why Xero Invoice Emails Go to Spam

Even though Xero is one of the most trusted accounting platforms in the world, many business owners are surprised when their perfectly legitimate invoice emails end up in the spam folder. The truth is, it’s not about Xero itself — it’s about how email deliverability works.

Modern email systems like Gmail, Outlook, and corporate mail servers use intelligent spam filters that analyze hundreds of factors before deciding whether a message deserves to go into the inbox. Unfortunately, automated emails sent directly from apps like Xero can sometimes trigger these filters — even if your business is authentic and professional.

Let’s look at the most common reasons why this happens 👇

1. Shared Sending Servers

Xero sends invoices through its shared infrastructure, meaning your invoice emails travel through the same servers as thousands of other Xero users around the world.

If just a few of those users send spammy content — or if recipients frequently mark Xero-generated messages as junk — the reputation of those shared servers can decline. Once the server’s reputation is affected, even your clean, legitimate invoices can be filtered as spam.

In short, you’re sharing an online reputation with thousands of unknown senders. And you can’t control what they do.

2. Lack of Domain Authentication

Another major issue is the absence of SPF, DKIM, and DMARC — the three critical DNS records that prove you’re the real sender of your emails.

When you send an invoice directly through Xero, the message is sent “on behalf of” your domain, but technically from Xero’s mail servers. This means your email might not match the authentication details expected by your client’s mail provider.

Without proper domain authentication:

• Your messages might fail verification checks.
• They may look suspicious to spam filters.
• And, as a result, they could land in the spam folder.

This isn’t just about deliverability — it’s about protecting your business reputation. Missing these records also makes you more vulnerable to email spoofing or impersonation attacks.

3. Overly Generic or Automated Content

Invoice messages tend to include short, repetitive text, links, and attachments — all common characteristics of spam emails.

For example, if your subject line reads “Invoice #2025 from [Your Company Name]” and the message contains a link or PDF attachment, some filters might flag it as “automated commercial email.”

Even though it’s completely legitimate, the structure resembles typical spam formats. Over time, these small patterns can reduce your sender score and harm your deliverability.

4. Strict Corporate Filters

Many of your clients might work in large organizations with firewall-protected or security-filtered email systems. These systems are often configured to automatically quarantine any email that:

• Comes from an unauthenticated domain,
• Includes attachments,
• Or uses a generic sending address such as no-reply@xero.com.

This means even if your client wants to receive your invoices, they might never see them — unless IT departments manually whitelist your address.

5. Missing or Misconfigured Reply-to Settings

Sometimes the problem is technical rather than reputational. If your reply-to address doesn’t match your sender address or is missing entirely, spam filters can interpret it as a potential spoofing attempt.

This is a small detail, but one that many Xero users overlook. It’s one of the many subtle signs filters use to decide where your email belongs — the inbox or the junk folder.

Bottom Line

No matter how professional your invoices look, if they’re being sent from a shared IP with weak authentication and repetitive content, you’re at risk of losing visibility. And lost invoices mean delayed payments and frustrated clients.

That’s why businesses using Xero are turning to Mailpro’s SMTP and transactional email services — to regain control of their sender reputation, improve authentication, and make sure invoices always reach the inbox.

How Mailpro Solves This Problem

Mailpro offers a professional SMTP relay and transactional email service that integrates perfectly with tools like Xero. Instead of relying on Xero’s default sending servers, you can route your invoice emails through Mailpro — improving deliverability, trust, and control.

Here’s how Mailpro helps:

If your Xero invoice emails are getting lost in spam, the problem isn’t your business — it’s your sending reputation and infrastructure. That’s where Mailpro comes in.

Mailpro offers a powerful transactional email and SMTP relay service that ensures every invoice you send — whether it comes from Xero or any other system — is authenticated, trusted, and delivered to your client’s inbox.

By integrating Mailpro with your Xero account, you take control of your email delivery. Instead of relying on Xero’s shared servers, you send invoices through Mailpro’s secure Swiss-hosted servers — known for their strong deliverability, compliance, and sender reputation.

Let’s explore how Mailpro keeps your invoices from ever landing in spam 👇

1. Dedicated and Trusted SMTP Server

When you send invoices through Xero, they’re processed on shared servers. With Mailpro, your messages go through reliable, GDPR-compliant servers hosted in Switzerland, which have an excellent sender reputation and are regularly monitored to maintain high deliverability standards.

Mailpro’s SMTP acts as your own professional email highway — ensuring your messages are sent from a trusted IP address that email providers recognize as legitimate.

✅ Result: Your invoices get delivered faster, safer, and straight to the inbox — not the junk folder.

2. Seamless Domain Authentication (SPF, DKIM & DMARC)

One of the main reasons Xero emails go to spam is the lack of proper domain authentication. Mailpro fixes this immediately.

In your Mailpro dashboard, you can easily set up SPF, DKIM, and DMARC records for your domain with step-by-step guidance. These records are essential because they tell mail providers like Gmail or Outlook that Mailpro is authorized to send emails on your behalf.

Once authentication is in place:

• Your domain gains instant credibility.
• Email providers trust your messages.
• You reduce the risk of spoofing and phishing attempts.

✅ Result: Higher trust, higher inbox placement, and stronger brand protection.

3. Detailed Email Statistics and Tracking

Have you ever wondered whether a client actually received your invoice? Or whether they opened it?

Mailpro gives you complete transparency. Every transactional email — including invoices sent through Xero — is tracked in real-time. You can view:

• Delivery confirmations
• Open rates
• Bounce reports
• Click activity (if your invoices include links)

With this level of insight, you’ll instantly know if an invoice was delivered, opened, or bounced. And if something goes wrong, Mailpro tells you exactly why, so you can fix it immediately.

✅ Result: You stay informed, proactive, and always in control.

4. Reliable Delivery and Scalability

Whether you send a handful of invoices each month or thousands per day, Mailpro scales with your needs.

Unlike generic SMTP relays, Mailpro is optimized for transactional email delivery, meaning it’s specifically built for sending important messages like:

• Invoices
• Payment reminders
• Receipts
• Account notifications

Mailpro’s infrastructure ensures that your business-critical messages are prioritized and delivered with low latency — even during peak hours.

✅ Result: Faster and more reliable communication with your clients, leading to quicker payments and fewer disputes.

5. Branded and Responsive Email Templates

While Xero’s default invoice emails are functional, they can feel plain and impersonal. Mailpro allows you to create branded, mobile-friendly templates for your invoice notifications, confirmation messages, and payment reminders.

Using Mailpro’s intuitive drag-and-drop editor, you can easily:

• Add your company logo and colors
• Personalize the message with your client’s name
• Include links to payment pages or customer portals

This ensures that every invoice email reflects your professionalism — and looks great on any device.

✅ Result: Stronger branding, higher engagement, and better customer trust.

6. Swiss Hosting and GDPR Compliance

Mailpro’s servers are hosted in Switzerland, a country known for its strong privacy laws and strict data protection standards. This means your invoices, client details, and email data are stored securely and handled in compliance with GDPR regulations.

For businesses in Europe and Latin America that value data privacy, this is a significant advantage. You’re not only improving deliverability — you’re also safeguarding sensitive financial information.

✅ Result: Peace of mind knowing that your client data is secure and compliant.

7. Exceptional Support and Simplicity

Even though Mailpro offers advanced technology, it’s incredibly easy to use. The platform provides:

• Clear guides for connecting SMTP with Xero
• An intuitive dashboard
• And responsive, multilingual customer support (available in 6 languages)

You don’t need to be a tech expert — Mailpro was designed to be straightforward for every business user, regardless of size or technical background.

✅ Result: Quick setup, minimal effort, and immediate improvement in email deliverability.

In Short

Mailpro is the missing link between Xero and your clients’ inboxes. It handles the technical complexity — authentication, reputation, and deliverability — so you can focus on running your business and getting paid on time.

No more lost invoices. No more frustrated clients. No more waiting for payments that never arrive.

With Mailpro, your invoice emails get delivered reliably, securely, and professionally — every single time.

Integrating Xero with Mailpro

One of the best parts about Mailpro is how easy it is to connect it to your existing systems. You don’t have to change the way you send invoices in Xero — you simply improve how they’re delivered. By configuring Mailpro’s SMTP relay inside Xero, your invoices will be authenticated, tracked, and delivered straight to your clients’ inboxes.

Here’s exactly how to do it 👇

Step 1: Create Your Mailpro Account

Start by signing up for a Mailpro account if you haven’t already.
Mailpro offers a free plan that lets you test the service with credits, so you can verify the setup before committing to a paid plan.

Once your account is created, log in to the Mailpro dashboard and navigate to:

Settings → SMTP & API

Here you’ll find your SMTP credentials — including:

• SMTP Server
• Port (usually 587 or 465)
• Username (your Mailpro account email)
• Password (your generated SMTP key)

Keep these details handy for the next step.

✅ Tip: If you’re unsure which port to use, start with 587 — it supports TLS encryption and is ideal for business emails.

Step 2: Configure Mailpro SMTP in Xero

Next, open your Xero account and go to your Email Settings section.
Depending on your plan or version, this is typically found under:

Settings → Email Preferences → Sending Options

You’ll want to choose the option to use a custom SMTP server instead of Xero’s default servers.
Enter the Mailpro SMTP credentials you copied earlier:

Then, save your configuration and test the connection. Xero will usually send a quick verification email to ensure everything is working properly.

✅ Tip: Make sure you’re using your own domain-based email address (like billing@yourcompany.com), not a free Gmail or Yahoo address. This increases trust and deliverability.

Step 3: Authenticate Your Domain

Before you start sending, take a few minutes to authenticate your domain inside Mailpro.
This is one of the most important steps for deliverability and brand protection.

In your Mailpro dashboard, navigate to:

Settings → Domains → Add a Domain

Mailpro will provide you with three types of DNS records:

• SPF record: Authorizes Mailpro’s servers to send emails for your domain.
• DKIM record: Cryptographically signs your messages to confirm authenticity.
• DMARC record: Protects your domain from spoofing and phishing attempts.

Copy these records and paste them into your domain provider’s DNS settings (for example, GoDaddy, Namecheap, or Cloudflare).

Once you’ve added them, Mailpro will automatically verify your domain — usually within a few minutes.

✅ Result: Your invoices will now appear as “sent from yourdomain.com” and will be trusted by Gmail, Outlook, and other major email providers.

Step 4: Send and Test Your Invoices

Now it’s time to put everything to the test.
Send a sample invoice from Xero to your own email address or to a colleague.

Then, go to your Mailpro statistics dashboard and check the status of the sent message. You’ll be able to see whether it was:

• Delivered successfully,
• Opened,
• Or bounced (and why).

This kind of transparency is something Xero alone doesn’t provide — and it’s one of Mailpro’s biggest advantages.

If everything looks good, you’re ready to go live. From now on, all your invoices will be routed through Mailpro’s optimized SMTP servers for higher inbox rates and professional tracking.

Step 5: Automate and Monitor

Once you’ve confirmed your setup, you can start automating tasks like:

• Automatic invoice reminders
• Follow-up messages for unpaid bills
• Monthly statements

You can easily configure these using Mailpro’s automation features and schedule them based on triggers — for example, “send a reminder 5 days after invoice date.”

At the same time, you can monitor performance inside your Mailpro dashboard. Keep an eye on:

• Delivery rates
• Open rates
• Bounce or spam reports

This helps you continuously optimize your communication and ensures your invoices are always reaching your clients on time.

Bonus: Improve Client Communication

Besides invoices, you can also use Mailpro to send:

• Payment reminders
• Monthly statements
• Client updates and offers

All these can be automated through Mailpro’s transactional and marketing automation tools, ensuring that your clients always receive clear, professional messages.

Why Businesses Trust Mailpro

Once you’ve connected Xero with Mailpro, you’ve solved one of the most frustrating problems in accounting — invoices going to spam.
But why stop there?

With Mailpro, you can go beyond sending invoices and transform the way you communicate with your clients. From reminders to feedback surveys, Mailpro helps you stay connected, professional, and consistent — all from one platform.

Here’s how you can make the most of your Mailpro integration 👇

1. Send Automated Payment Reminders

Late payments are every business owner’s headache. Instead of manually chasing clients, you can use Mailpro’s email automation tools to send gentle, automatic reminders before and after due dates.

For example:

• 3 days before due date: “Just a quick reminder — your invoice is due soon.”
• On due date: “Friendly reminder: your payment is due today.”
• 3 days after due date: “Your invoice is now overdue. Please review the payment link below.”

With Mailpro, you can schedule and personalize these messages easily. Each email can automatically pull in dynamic details such as the client’s name, invoice number, or payment amount — keeping your communication professional and relevant.

✅ Result: Faster payments, less follow-up work, and fewer awkward reminders.

2. Send Monthly Statements Automatically

If your clients receive multiple invoices per month, you can use Mailpro to send a monthly statement summary.
These can include:

• Total outstanding amounts
• Payment confirmations
• Links to detailed invoices

You can even design a branded email layout in Mailpro’s drag-and-drop editor — matching your company’s identity while keeping communication clear and easy to read.

✅ Result: Clients appreciate organized, transparent billing — and you maintain a professional image.

3. Combine Email + SMS for Maximum Reach

Sometimes, clients miss emails not because they go to spam — but simply because they’re busy. That’s why Mailpro also offers SMS functionality.

You can complement your Xero invoice emails with short, friendly SMS reminders such as:

“Hi John, just a reminder that invoice #1053 from [Your Company Name] is due today. Please check your email for details.”

Using both email and SMS ensures your clients never miss important communications, even if they’re away from their inbox.

✅ Result: Higher response rates and faster client action.

4. Gather Feedback with Online Forms and Surveys

After completing a project or service, maintaining good relationships matters.
Mailpro allows you to create custom feedback forms or satisfaction surveys that you can automatically send after a payment is received.

Ask clients how their experience was, how you can improve, or if they’d recommend your services. This information helps strengthen your customer relationships and gives you valuable insights for your business growth.

✅ Result: Improved client loyalty and better service quality.

5. Maintain Consistent Branding Across All Emails

Every email your client receives — whether it’s an invoice, reminder, or update — contributes to your brand perception.
Mailpro ensures that all your communications are visually consistent.

With Mailpro’s email template manager, you can create:

• A professional invoice notification layout
• A simple payment reminder design
• A thank-you or confirmation template

All aligned with your company’s logo, colors, and tone of voice.

✅ Result: A consistent, trustworthy image that helps you stand out from competitors.

6. Track and Analyze Client Engagement

Mailpro’s real-time statistics give you powerful insights into how your clients interact with your messages.
You’ll know:

• Which clients open invoices quickly
• Who clicks payment links
• And who consistently misses emails

This helps you identify potential communication issues and follow up strategically — without guessing.

✅ Result: Smarter, data-driven client communication.

7. Centralize All Your Business Messaging

Mailpro isn’t just for email — it’s a complete multi-channel communication platform.
You can manage:

• Transactional emails (like invoices and receipts)
• Marketing newsletters
• Automated workflows
• SMS notifications
• Client surveys and forms

Everything from a single, unified dashboard — all hosted in Switzerland with strict privacy and compliance standards.

✅ Result: One secure place to manage every client touchpoint, from invoice to feedback.

The Big Picture

By combining Xero’s powerful accounting tools with Mailpro’s reliable communication platform, you create a seamless system that not only sends invoices efficiently but also builds stronger client relationships.

Invoices are just the beginning. With Mailpro, every message becomes an opportunity to communicate, connect, and grow your business.

Conclusion

If your Xero invoices keep ending up in spam, the issue isn’t Xero — it’s deliverability. By connecting Xero with Mailpro’s transactional email service, you’ll ensure your invoices land where they belong: in your customers’ inboxes.

✅ Start your free Mailpro account today and stop losing time — and payments — to the spam folder.