How to create and send invoices on Xero

beginner 8 min read Updated 2026-03-18

Quick Answer

To create and send invoices on Xero, navigate to Business > Invoices > New Invoice, fill in customer details and line items, then click Save and Send. You can customize invoice templates and send invoices directly via email from the Xero dashboard.

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Prerequisites

Active Xero account with invoicing permissions
Customer contact information added to Xero
Products or services set up in your Xero inventory
Valid email address for sending invoices

Step-by-Step Instructions

Access the Invoice Creation Page

Log into your Xero account and navigate to Business in the top menu. Click on Invoices from the dropdown menu, then select New Invoice to start creating your invoice.

You can also use the keyboard shortcut Ctrl+Alt+I (Windows) or Cmd+Option+I (Mac) to quickly create a new invoice.

Select Customer and Invoice Details

Click the To field and select your customer from the dropdown list or type to search. Set the Invoice Date and Due Date. The invoice number will auto-generate, but you can modify it by clicking the Invoice # field if needed.

Set up automatic invoice numbering in Settings > General Settings > Invoice Settings to maintain consistent numbering.

Add Line Items and Products

In the line items section, click Add a product or service. You can:

Select from existing products/services
Type a description directly
Enter quantity, unit price, and account code
Add multiple line items by clicking Add a line

Tax will be calculated automatically based on your settings.

Use the Tab key to quickly move between fields when entering line item details.

Customize Invoice Appearance

Click Branding theme to select your preferred invoice template. Add any additional notes in the Reference or Message to contact fields. You can also attach files by clicking Attach file if needed.

Review Invoice Totals

Check the invoice summary on the right side showing Subtotal, Tax, and Total amounts. Verify all line items, quantities, and pricing are correct before proceeding to save or send.

Use the Preview option to see exactly how your invoice will appear to the customer.

Save and Send the Invoice

Click Save and Send to immediately email the invoice to your customer, or click Save to save as draft. If sending, verify the email address in the popup window and add a custom message if desired. Click Send to complete the process.

You can schedule invoices to be sent at a later date by selecting 'Send Later' and choosing your preferred date and time.

Track Invoice Status

After sending, you'll see the invoice status change to Sent in your invoices list. You can track when invoices are Viewed, Paid, or Overdue. Click on any invoice to view detailed activity and send reminders if needed.

Set up automatic payment reminders in Settings > General Settings > Invoice Settings to reduce manual follow-up work.

Common Issues & Troubleshooting

Customer email address missing or invoice won't send

Go to Contacts > select the customer > Edit and ensure a valid email address is entered in the contact details. You can also manually enter an email when sending the invoice.

Tax rates not calculating correctly

Check your tax settings in Settings > General Settings > Tax Rates. Ensure the correct tax rate is assigned to your products and the customer's tax status is properly configured.

Invoice template or branding not appearing

Go to Settings > General Settings > Invoice Settings and check your branding theme setup. Ensure your logo and colors are properly uploaded and the theme is set as default.

Cannot find sent invoices or invoice history

Navigate to Business > Invoices and use the filter options to view All, Draft, Awaiting Approval, or Sent invoices. Use the search bar to find specific invoices by number or customer name.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official Xero website before purchasing.

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