Invoicing
Sending invoices correctly in Xero ensures a smooth and timely payment process, reduces costly errors, and significantly improves cash flow management for your business. With Xero, you can create and send invoices quickly and efficiently, helping you get paid faster and keep your finances organised with ease. To approve and send an invoice, you’ll need one of these user roles: Advisor | Standard | Invoice only
HOW DO YOU USE THIS?
-
Sending invoices promptly means you get paid sooner, improving your cash flow.
If invoices are delayed, payments are delayed, which can impact your ability to cover business expenses.
-
Double-checking details before sending ensures the correct customer, amount, and payment terms are included.
Reduces back-and-forth communication and potential disputes over incorrect invoices.
-
Including payment terms, due dates, and payment options makes it easy for customers to pay without needing to ask for more details.
Attaching supporting documents (like timesheets or purchase orders) ensures customers have everything they need to approve payment.
-
Xero allows you to see when a customer has opened an invoice, so you know if they’ve received it.
Helps follow up with overdue invoices based on whether the customer has seen them or not.
-
Setting up invoice reminders in Xero ensures customers get automatic follow-ups before and after due dates.
Reduces the time spent chasing payments manually.
WHEN WILL YOU USE IT?
-
Ensures all details are correct to prevent errors and disputes.
-
Knowing when the invoice was sent and opened helps determine the next step.
-
Helps track expected payments and plan for expenses.
-
Ensures all invoices are correctly recorded for reporting and compliance.
IT ALL BEGINS WITH AN IDEA
✦
IT ALL BEGINS WITH AN IDEA ✦
APPROVE & SEND INVOICE
Go to Business > Invoices.
Find and open the invoice you want to approve.
Click Approve & Email, or click the arrow for more options:
Approve – Approve now, send later.
Approve & Add Another – Approve this invoice and create a new one.
Approve & View Next – Move to the next invoice awaiting approval.
Approve & Get Link – Approve and copy a link to share outside Xero.
Approve & Print PDF – Approve and print a copy of the invoice.
If your customer has remaining credit, choose:
Apply Credit – Enter the amount to deduct from this invoice.
Skip for Now – Keep the credit for a future invoice.
If you're emailing the invoice, update the Send Invoice details, then click Send.
APPROVE MULTIPLE INVOICES
If you’ve got a batch of invoices waiting, you can approve them all at once. Just double-check the details first—once approved, invoices can only be edited or voided one by one.
Steps to Approve Multiple Invoices
Go to Business > Invoices.
Click the Draft or Awaiting Approval tab.
Select the checkboxes for each invoice you want to approve.
Click Approve, then OK to confirm