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Email form PDFs

Email NZ tax invoices and other stationery from Excel through x0. The PDF is built on your Excel machine; x0 only sends it.

Quick path

  1. Connect Xero and download the NZ forms workbook (/excel/forms.xlsx).
  2. Sideload the Excel add-in (/excel/addin/) and sign in.
  3. Set From: (and SMTP) under Email forms → Setup (/dashboard/email/).
  4. Open a form sheet → add-in Forms → Email PDF.
  5. Check Sent forms (/dashboard/email/sent/) or the dashboard Email forms section.

Attachment filename is CompanyName_InvoiceNumber.pdf (spaces cleaned, e.g. Kauri_Limited_INV-2044.pdf).

Setup (From: + SMTP)

Portal nav Email forms → Setup:

Field Purpose
From name / From email Shown on the outgoing message (required to send)
Reply-to Optional
x0 SMTP Send through x0’s mail host
My SMTP Your host, port, TLS, username, password

Only the account owner can change these. Other access users can still send once From: is set.

If your From: domain is not x0.co.nz, add an SPF record that includes x0, or use My SMTP so mail leaves your own server (better delivery).

Send a test email from Setup before the first live invoice.

Send from Excel

  1. Open the forms workbook (Tax invoice, PO, quote, … — one sheet each).
  2. Add-in Forms: pick form type, customer, and optional document from x0.
  3. Update fills seller, party, and lines from cache.
  4. Enter Email To (pre-filled from the contact when known) and optional Subject.
  5. Email PDF.

The add-in reads the A4 sheet (including GST totals), draws a PDF locally, and uploads it to x0. Desktop File → Export → PDF still works if you only need a file, not email.

See excel-forms.md for cell map, GST, and stationery types, and excel-addin.md for install.

Sent list

Email forms → Sent forms (/dashboard/email/sent/) shows:

  • When, To, subject
  • Attachment name
  • Via x0 or your SMTP
  • Sent or failed (with a short error)

The same recent rows appear on the dashboard under Email forms.

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