Xero: entering invoices and bills and setting up your own invoicing system

9th December 2021

Creating invoice templates

In Xero you can customise the look of your invoices by using an invoice template. This allows you to add different payment terms and logos, as there is no limit on the amount of invoice templates you can add you can have as many as required for all different customers.

Below are the steps to how you would create an invoice template in Xero:

  1. Click on you organisation name and select settings, then go to invoice settings
  2. Click on” New Brading Theme”
  3. Enter a name to identify the theme and details of what it’ll include
  4. Make all the necessary changes and customisation for the invoice’s appearance. You can add in your contact details and terms of sale
  5. Press Save

Once you have made your first template you can then copy this under the options button when looking at the template. This is a helpful feature as you may have different contact details for different office/ warehouse locations.


Invoicing systems

Xero have two invoicing options which you can use, New Invoicing and Classic Invoicing.

New invoicing is a simpler and faster way which is recommended by xero. You can add customer credit limits and different delivery addresses which you can not do with the Classic Invoicing option.


Adding and approving your bills

Within Xero you can add and approve bills online or by mobile which is handy if you are on the go.

You can enter bills in your default currency or multicurrency which you can then approve into the system to add a credit note or payment.

To create a Bill, follow the steps below:

  1. Go to the business tab on the top blue-ribbon bar and click “purchase overview”
  2. Click the arrow next to “New” to give you a drop-down menu and click “Bill”
  3. Enter all your information into the field
  4. Click save.

You can add a copy of the original bill to the file. Assign expenses to a customer, assign expenses to a project, and add notes about the bill.


If any of the above are services you would like to know more about please contact me for the full list of features and guidance.

Disclaimer - All information in this post was correct at time of writing.
Other Blogs
Nick Edgley
26th February 2024 Short Term Lets and Airbnb: Planning Permission

Thinking of offering your property for short term lets? Planning permission may be required.   What’s Changing? From this summer the Government will introduce legislation to require owners of new short term lets in England to secure planning permission to use their properties for this purpose. You will need to be aware of this requirement…

Maddie Milner
22nd February 2024 Companies House fees increasing

From 1st May 2024, Companies House fees are increasing. These increases are following the announcement of the Economic Crime and Corporate Transparency (ECCT) Bill, which is giving Companies House greater powers in verifying the accuracy of information and tackling economic crime.   Some of the main rises in costs are as follows:   New fee…

Louise Bassett
21st February 2024 How is the government supporting farmers?

Let’s ask the question, ‘How is the government supporting farmers?’   DEFRA shared a press release from the Prime Minister yesterday, citing his and his party’s commitment to farmers and rural communities.   We already know that Sustainable Farming Incentive (SFI) and Countryside Stewardship payments are being increased across the board by approximately 10%, but…

Shamus Chaplin
20th February 2024 Update on Double-Cab Pick-Ups: HMRC are reversing

Update on Double-Cab Pick-Ups   On the 12th February 2024, HMRC announced that their interpretation of the legislation had changed regarding the favourable tax treatment of pick-up trucks from 1st July 2024. However, after consulting farmers, construction workers and other industry professionals they have now reversed their decision!     Current Position HMRC interprets the…

Ian Piper
19th February 2024 SME Ely Business Awards 2024: 1 Week Left To Enter!

There is just one week remaining to enter the SME Ely Business Awards for 2024!   Celebrate your business’ achievements and be in with a chance of winning by entering today. Entries close on Thursday 26th February 2024 at 3pm. Find Out More Click here to find out more about the SME Ely Business Awards…

Maddie Milner
16th February 2024 Companies House changes from 4th March 2024

,Find out more about the upcoming Companies House changes from 4th March 2024 here.     Registered email addresses One of the main changes from the 4th March 2024 are Companies House require all companies to provide a registered email address which will be collected within your companies next Confirmation Statement.   New companies will…