How to Create and Customise Invoice Templates in Xero

Customising your invoice template in Xero ensures your business presents a professional and consistent brand image to clients. Xero allows users to create tailored invoice templates that include logos, payment terms, and specific design elements.

This guide walks you through the process of creating and managing invoice templates in Xero, helping you make the most of this essential feature.

‍

Why Customise an Invoice Template in Xero?

Using a custom invoice template enhances your brand identity and ensures clients have all the necessary payment information. A well-designed invoice not only reflects professionalism but also makes it easier for clients to process payments promptly

You can create multiple invoice templates for different scenarios, such as varying payment terms or unique logos. There’s no restriction on the number of standard invoice templates you can add.

‍

Access Invoice Settings

1. Log in to Xero: Navigate to xero.com and sign in to your account.
   ‍
2. Go to Invoice Settings:
   ‍
   • Click on your organisation’s name in the top left corner of the dashboard.
     ‍
   • Select Settings from the dropdown menu.
     ‍
   • Under the Features section, choose Invoice Settings.
     ‍
3. View Existing Templates: In the Invoice Settings menu, you’ll see a list of existing templates (if you have yet to make a custom template, you will likely see the default template listed as Standard). From here, you can edit a current template or create a new one.

‍

Customise a New Invoice Template

1. Create a New Template:
   ‍
   • Click the New Branding Theme button to start designing a new invoice template.
     ‍
   • Give your template a unique name to differentiate it from others.
     ‍
2. Customise the Template Design: Modify the settings such as font, font size, margins, titles, and layout as needed to personalise the appearance of your invoice, to match your company’s branding, or to display additional fields. To include your organisation's tax number on invoices, simply check the Show tax number box.
   ‍
3. Add Your Business Logo:
   ‍
   • Upload your logo in the designated field. Xero supports high-quality image files, so use a clear version of your logo for professional results.
     ‍
   • Position the logo to align with your branding preferences.
     ‍
4. Add Payment Terms and Instructions:
   ‍
   • Specify your payment terms (e.g., "Payment due within 14 days").
     ‍
   • Include bank details, online payment links, or any other instructions to streamline payments for clients.
     ‍
5. Set Footer Information: Use the footer to include additional details such as your business address and contact information to appear at the top of all PDFs printed or sent.
   ‍
6. Save the Template: Once you’ve completed your design, click Save to store the template in your list of branding themes.

‍

Preview Your Invoice Template

Before sending invoices to clients, it’s important to preview the template:
‍

1. Go to Invoice Settings:
   ‍
   • ‍Click on your organisation’s name in the top left corner of the dashboard.
     ‍
   • Select Settings from the dropdown menu.
     ‍
   • Under the Features section, choose Invoice Settings.
     ‍
2. ‍Find Existing Templates: In the Invoice Settings menu, you’ll see a list of existing templates. From here, find the template you want to preview and click the Options dropdown menu on the right hand side and select Preview.
   ‍‍
3. Generate a Sample Invoice: Create an invoice and under Branding theme, select your new template, and click Preview to see how it looks.
   ‍‍
4. Make Adjustments: If necessary, go back to the Invoice Settings to fine-tune your template’s design or layout.

‍

Best Practices for Invoice Templates in Xero

• Keep It Simple: Avoid overloading your invoice with too many design elements. Simplicity improves readability.
  ‍
• Ensure Accuracy: Double-check all contact information, payment details, and legal disclaimers.
  ‍
• Align With Branding: Use colours, fonts, and logos that align with your business’s branding for a consistent look.

‍

Equals Money integrates with Xero

Our platform syncs your Equals Money transaction data directly into Xero daily, providing a seamless, real-time overview of your finances.
‍

• Save time with automatic bank feeds, removing manual, time-consuming imports and allowing focus on more strategic tasks.
  ‍
• Reduce errors by eliminating manual data entry; our integration automatically pushes purchase data to Xero, minimising the risk of human error.
  ‍
• Get real-time control of cash flow with a single view of spending, removing the need for manual statement reports.

‍

Conclusion

Creating an invoice template in Xero is a simple yet effective way to elevate your business’s professionalism and streamline invoicing.

By following this guide, you can design templates that reflect your brand and make payment processes seamless for clients. Regularly reviewing and updating your templates ensures they stay relevant to your business needs.