Invoicing
Xero makes contacts easy to set up and groups and categorises contacts by their transaction history. Setting up customer details correctly in Xero from the start saves time, reduces errors, and improves cash flow, making invoicing smoother and more efficient. Xero will automatically set contacts into suppliers or customers according to your history.
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Ensures details are correct, avoiding delays in payment.
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Setting Up Payment Terms helps set expectations for when payments are due.
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When chasing unpaid invoices knowing the right contact person makes follow-ups more effective.
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For financial reporting it identifies key customers and tracking outstanding amounts.
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During Tax Time – Ensuring compliance with financial records and simplifies audits.
HOW DO YOU USE THIS?
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When customer details are preloaded, you can quickly generate invoices without manually entering names, addresses, or payment terms each time and it reduces errors like misspelled names or incorrect email addresses, ensuring invoices go to the right person.
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Setting up payment terms (e.g., 7 days, 14 days, or end of the month) for each customer ensures invoices are automatically generated with the correct due dates and it helps track overdue invoices and send reminders on time.
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Accurate customer data allows for clearer sales tracking, helping you understand who your top clients are and how much revenue they bring in. Most importantly it helps forecast cash flow based on outstanding invoices and payment patterns.
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Having the correct contact person, email, and phone number makes it easier to follow up on unpaid invoices or clarify details helping maintain professional relationships and avoid awkward payment disputes
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For businesses that require official business names, tax numbers (GST, VAT, ABN), or addresses for compliance, having this information stored ensures invoices meet tax and legal requirements.
WHEN WILL YOU USE IT?
IT ALL BEGINS WITH AN IDEA
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IT ALL BEGINS WITH AN IDEA ✦
Go to the Contacts menu and select All Contacts. Then click New Contact.
Quick Tip: You can also click the + icon in the top right-hand corner from anywhere in Xero and select Contact.
Enter your customer’s name, primary contact person, and email address—this is where invoices will be sent.
The more details you add now, the smoother your invoicing process will be later!Select Addresses from the left-hand menu and enter any delivery or postal addresses.
If you sell and ship products, adding a delivery address now means fewer mix-ups later.Click Save & Close—that’s it! Your contact is ready to use.
Setting up your customer contacts in Xero means less typing, fewer mistakes, and faster invoicing. Instead of entering details manually every time, Xero will automatically pull them in—keeping things consistent and saving you valuable time.
KEEP YOUR CONTACTS IN XERO
Go to the Business menu, select Invoices, then click New Invoice.
Shortcut: You can also click the + icon in the top right-hand corner and select Invoice.
In the To field, start typing your customer’s name.
If they’re in your contacts, Xero will instantly pull in their details—no extra typing needed!Select the contact, and Xero will automatically fill in their details, keeping everything consistent and hassle-free.
Reminder: Keeping your contacts list clean and up to date helps avoid invoicing delays. Make it a habit to review and update customer details regularly.