Create An Invoice for Your Customer

 

Create A New Invoice

When you’re in the sales invoice screen, you have the choice of using new or classic invoicing.

Classic invoicing requires you to manually enter all the information, while new invoicing prefills many of the details for you and automatically saves your work.

To check which one you’re on, see the link at the bottom of the screen. If it says Switch to new invoicing, then you’re on the classic invoicing screen. If it says Switch to classic invoicing, then you’re on the new invoicing screen.

 

New Invoicing

 

Tip

Creating an invoice might look a little different, as we add an invoice item table to new invoicing. You can show or hide fields on your invoice by clicking Show/hide fields and selecting or clearing fields that are relevant to your invoicing needs.

 

New invoicing allows you to create and send an invoice to your customers. Once you've added a contact on the invoice, Xero will automatically save the invoice every few seconds. Invoice fields are automatically filled with details. You can update a detail if it’s not correct.

1. From the header, click the quick launch icon , then select Invoice. 

2. 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.

3. (Optional) Click Add last items to add items from the last invoice you sent to that contact.

4. 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.
5. (Optional) Click the item menu  to edit an inventory item or remove the line from the invoice.
6. (Optional) You can drag and drop the line items to reorder them.
7. Once you’ve finished entering your invoice, click the arrow next to Send and select one of the following options:
   • Send – To email a copy of the invoice to your customer.
   • Get link – To copy a link of the online invoice.
   • Print PDF – To create a PDF copy of the invoice.
   • Approve (mark as done) – To only approve the invoice. You can go back to the invoice at a later date to complete one of the above.

The invoice's status will automatically update to draft, awaiting payment, or paid.

 

Classic invoicing

Classic invoicing allows you to create and send an invoice to your customers. Once 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  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. 

5. Save the invoice, send it for approval, or approve it yourself.

 

Copy Invoices 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 and invoice: 

1. In the Business menu, select Invoices.
2. Select the tab for the status of the invoice(s) you want to copy. You can't copy from the list of all invoices.
3. Select the checkbox of the invoice(s) you want, then select one of the following:
   • 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. Save or Send the invoice.

Another way to copy to a new invoice is to open the invoice, click Invoice Options, then select Copy to.