Invoicing
Sending invoices correctly in Xero ensures a smooth payment process, reduces errors, and improves cash flow management for your business. Xero makes it easy to invoice quickly and efficiently.
HOW DO YOU USE THIS?
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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.
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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.
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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.
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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.
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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?
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Ensures all details are correct to prevent errors and disputes.
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Knowing when the invoice was sent and opened helps determine the next step.
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Helps track expected payments and plan for expenses.
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Ensures all invoices are correctly recorded for reporting and compliance.
IT ALL BEGINS WITH AN IDEA
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IT ALL BEGINS WITH AN IDEA ✦
CREATE A NEW INVOICE
Click the + (quick launch) icon, then select Invoice.
In the To field, type to select an existing contact or add a new one. Click on the contact’s name to view or edit their details.
Click Add last items to pull in items from the last invoice sent to that customer.
In the Item field, start typing to select an existing product/service from your inventory or manually enter the description, quantity, and price.
(Optional):
Click the delete icon 🗑️ to remove a line.
Double-click in the Item column to edit an inventory item.
Drag and drop line items to reorder them.
Click Save & Close to save the invoice as a draft. Or click the arrow for more options:
Save & Add Another – Save this invoice and open a new draft.
Submit for Approval – Send it for approval before finalising..
COPY AN INVOICE
Need to create a similar invoice? Copy an existing one instead of starting from scratch.
Go to Business > Invoices.
Select the status tab of the invoice you want to copy (you can’t copy from the “All Invoices” tab).
Select the checkbox for the invoice(s) you want to copy, then click:
Copy to(if invoice reminders are off).
More > Copy to (if invoice reminders are on).
Choose Invoice and enter the customer’s name.
Click Copy or Copy & Merge. If copying multiple invoices, Xero will create one draft invoice with all line items combined.
Review and update the details as needed, then click Save or Save & Close.