How to produce invoices in Xero

This is the step by step process of how to produce invoices in Xero.

First, from the Dashboard select ‘Accounts’ – then ‘Sales’ in order to get to the Sales Dashboard.

At a glance, you can see how much money you are expecting to come in and who owes you the most money.

Now from the menu click the arrow or dropdown besides ‘+New’

Then select ‘Invoice’.

Then type in the name of the contact you are wanting to send an invoice too.

Enter the invoice date (which will usually be today’s date) and the due date of the invoice.

The invoice number will automatically be there, it’s best practice that they are sequentially numbered; so Xero just counts that for you.

Then type in a description – this will appear on the invoice to your client.

Select the ‘Xero account’ that the invoice relates too (you may only have one Xero account for sales – and that is ok!)

You’ll next need to enter the quantity and amount.

If you are invoicing services on a flat fee (not hourly) then you’ll just want to enter “1” in the quantity and put the invoice amount into the amount column.

If you are invoicing hourly, you can enter your hourly rate in the amount column and have the quantity as the number of hours invoiced if you wish.

You can now either save as a draft or approve and send out the invoice

To save as a draft:

Or select the big green approve button to finalise the invoice – at this point it is not being sent to your customer, it is just being entered into the system

To then send it out to your client, click on email.

You’ll then get a pop up box where you can customise the email that will go to your client.

That is how we prepare and email an invoice from Xero.