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Guides / Xero sales invoices

Approve invoices without emailing in Xero

Approve draft sales invoices in bulk while keeping customer emails for another time.

Checked 26 October 2026. Sendtide changes invoices only after you confirm the count, and only in the organisation you chose. Approve and mark as sent were checked on Xero’s Demo Company on 29 October 2026; Xero sends no invoice emails from Demo Company, so emailing has not been tried there.

Before you begin

Connect the right organisation. Drafts includes DRAFT and SUBMITTED; Approved unsent includes AUTHORISED invoices with SentToContact false. Approval without email does not need a contact email address.

In Sendtide

  1. Sign in with Xero, choose an organisation and open Invoices.
  2. Choose Drafts and Load invoices. Filter by contact, status, dates, amounts or currency. Use Refresh to reread Xero.
  3. Choose Approve only, tick the invoices and open Pre-send check. Read every blocked row and warning. No Xero write happens during this check.
  4. Type APPROVE n with the displayed ready count and choose Confirm action.
  5. Read row outcomes and download Result CSV. History → View results keeps the outcome available for 30 days.

When a row fails

The Xero message appears beside that invoice. Successful rows keep their result. An uncertain email is never automatically repeated; check Xero before any new action. Do not assume SentToContact means delivery to an inbox.

Emails cannot be unsent, and approvals cannot be undone: Xero does not move an approved invoice back to draft (it answers "Invoice not of valid status for modification"). To reverse an approval, void the invoice in Xero. Check the list before you confirm.

Xero allows up to 1,000 invoice emails per day for paying organisations, 20 for trial organisations and none for Demo Company. The app shows remaining Sendtide allowance today in UTC; sends outside Sendtide are not counted. Xero may stop earlier. Its global remaining allowance and reset time are not documented.

Load and check are free. Your first 10 successfully processed invoices per organisation are free, with no expiry. Maximum 1,000 selected invoices per job; reads above 10,000 fail clearly without a partial list. Failed and skipped rows do not count. A successful approval counts even if its email later fails. Uncertain results reserve the free allowance.

What Sendtide does

Draft invoices approved and emailed, or approved and marked as sent, in one confirmed job, after a free pre-send check, with a result per invoice.

Who it is for: Bookkeepers and small finance teams on Xero who raise many sales invoices and want them approved and sent in one checked step.

Start free with XeroCompare plans

Free to connect and run the pre-send check. First 10 processed invoices free, then $19 for 7 days or $12 a month, excl. VAT/sales tax.

Three steps

  1. Sign in with Xero

    You sign in on Xero’s own page and choose the organisation. Sendtide never sees your Xero password.

  2. Run the free pre-send check

    Filter the drafts, tick them, and see which are ready, which miss an email address and which need a look.

  3. Approve and email in one go

    Type the count shown, such as SEND 24. Approvals and emails cannot be undone, so the check comes first.