Creating Sales invoices in Xero

Xero has multiple ways to raise sales invoices for your accounting records. They have two versions of their data input screen which we will detail the use of here. There is also the option to copy an existing invoice, which could be useful if you have a regular customer. These three sections are detailed below.

New Invoicing In Xero

In new invoicing, Xero will save the invoice every few seconds once you’ve added a contact. Invoice fields are automatically filled with details. You can update a detail if it’s not correct.

1. From the dashboard press the plus in the top right hand corner
2. Then select Invoice.
3. In the To field, start typing to select an existing contact or to add a new one. You can click on the contact name you’ve selected to view or edit their details.
4. (Optional) Click Add last items to add items from the last invoice you sent to that contact.
5. In the Item field, start typing to select an existing item from your inventory or add the details manually by adding the description of the item, then the Quantity and Price.
6. (Optional) Click the item menu to edit an inventory item or remove the line from the invoice.
7. (Optional) You can drag and drop the line items to reorder them.
Click Save to save the invoice as a draft. (This would be used in situations where the invoice is partially started or is an employee raises invoice drafts for approval) alternatively click approve if you want to finalise the invoice. If you click the drop down next to approve you can either view the next draft, send the invoice to the customer or start a new invoice after approving the current invoice.

Classic Invoicing in Xero

Classic invoicing allows you to create and send an invoice to your customers. Once you begin creating your invoice, you'll need to manually click Save each time you make a change. The invoice won't automatically save.
1. From the header, click the quick launch icon (the plus in the top right of the screen )and select Invoice.
2. In the To field, enter the name of the customer you're invoicing. If there's a previously approved or paid invoice for the contact, you can add the last item lines from that invoice to the new one.
3. Complete the remaining invoice details. You must fill out the Due date, Description, Account, and Tax Rate fields to be able to approve the invoice.
4. (Optional) You can drag and drop the item lines to reorder them.
Click Save to save the invoice as a draft. (This would be used in situations where the invoice is partially started or is an employee raises invoice drafts for approval) alternatively click approve if you want to finalise the invoice. If you click the drop down next to approve you can either view the next draft, send the invoice to the customer or start a new invoice after approving the current invoice.

Copying an existing invoice to a new invoice

• Existing invoices can be copied saving you time from having to fill out all the invoice details manually.
• Copy a single invoice, or multiple invoices with the same status, into a new invoice.
• When copying an invoice some details might change because of the defaults applied to your organisation, contacts or inventory items.
• If you're copying multiple invoices, Xero creates one draft invoice with all line items from the original invoices.
• You can change the customer when you're copying an invoice.

To copy an invoice:
1. In the Business menu, select Invoices.
2. Select the tab for the status of the invoices you want to copy. You can't copy from the list of all invoices.
3. Select the checkbox of the invoices you want, then:
§ Click Copy to if invoice reminders are off.
§ Click More, then select Copy to if invoice reminders are on.
4. Select Invoice and enter the name of the customer you're creating it for.
5. Click Copy or Copy & merge.
6. Review the invoice and update the details if needed.
7. Click Save or Save & close to save the invoice as a draft.

You can also copy a single invoice while viewing it. If you’re using new invoicing, click the menu icon (three dots) then select Copy to draft invoice. In classic invoicing, click Invoice Options then select Copy to.