Alex Hartley


How to Create Professional Invoices in Xero Accounting

A close up of a professional invoice on a computer screen.
Xero Invoices: A JacRox Guide

Introduction: The Importance of Professional Invoicing

Welcome to JacRox, a brand division of Jack Ross Chartered Accountants in Manchester. We are dedicated to offering expert Xero services to a wide variety of clients, from sole traders to large corporations. If you are in need of state-of-the-art cloud accounting software, use the contact form on the right and one of our JacRox team will be in touch to discuss next steps.

In the business landscape, invoicing is an essential aspect that sets the tone for your customer relationships. A professional invoice not only helps you get paid but also reflects the quality and brand of your business. Using Xero accounting software, you can create invoices that are both professional and compliant with UK tax regulations. This guide walks you through the process of creating an invoice in Xero.

Why Choose Xero for Invoicing?

When it comes to accounting software, Xero stands out for its user-friendly interface and robust features. But what makes Xero truly special is its invoicing capabilities. Creating your invoice with Xero saves you time and helps streamline your accounting processes.

Step-by-Step Guide: How to Create an Invoice in Xero

Selecting the ‘New Invoice’ Option

  1. Log in to Xero Central: After logging in, navigate to the ‘Accounts’ tab and select ‘Sales’ to go to the invoicing section.
  2. Create New Invoice: Click on the ‘New Invoice’ button to start the invoicing process.

Adding Customer Details

  1. Select Existing Customer or Add New: You can either start typing to select an existing customer from your contact list or add a new customer’s details manually.
  2. Contact Name and Delivery Address: Make sure to include the contact name you’ve added and the delivery address.

Itemising the Invoice

  1. Add Items: Select existing items from your inventory or manually enter details by adding a new line. Input the description, quantity, and price for each item.
  2. Tax Rate: For each item, you can select the applicable tax rate from a drop-down list, complying with UK tax regulations.

Save as a Draft or Submit for Approval

  1. Draft and Save: If you are not ready to send the invoice yet, you can save the invoice as a draft. Click ‘Save’ at the bottom of the page.
  2. Submit for Approval: If the invoice is complete, submit it for approval by clicking the ‘Submit for Approval’ button.

Customising Your Invoice Templates

Xero offers various invoice templates to suit your brand. You can choose a branding theme, add your logo, and even include payment terms to make your invoices with Xero truly professional.

The Approval Process

Before sending out the invoice, it is essential to get approval. Xero allows for an internal approval process, enabling you to double-check the invoice before it goes to the customer.

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Dan Gazzard 25/02/2022

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Been using Jack Ross for a number of years. Good clear advice and nice people to do business with.

Jack Ross is based in Manchester and provides tax planning and Xero accounts. They are a long-standing and well-regarded firm with an excellent reputation. They provide their clients with exceptional service and a wealth of advice. I have no hesitation in using their professional services.

aj shelton 22/12/2021

Jack Ross has been my accountants since I set up my business in 2016. From the outset I was helped with advice, support and encouragement. I cannot commend them highly enough. Always on hand to answer any question and responsive to any changes in the economy which might concern their clients. I don’t have to worry about the financial side of my business as all of that is taken care of and dealt with by Umar and the brilliant team. If you are looking for a top class accountancy firm which maintains the personal touch they are for you!

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I can confidently recommend Jack Ross Accountants. They are continually improving their service, greatly benefiting our company as well as me personally. The team at Jack Ross have helped suggest and set up innovative accounting software, adding training and support. This alone has been a massive step towards having more control and understanding of our company finances.

J 13/08/2018

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We have been working with Jack Ross for over two years and the service has been fantastic. They have a great and knowledgable team who have taken good care of us and our accounts.

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oliver kirk 22/03/2018

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Paul Clark 29/09/2017

I have used Jack Ross as my accountants for a number of years. Their service is professional and accurate. They deal with queries promptly and I can always get hold of the person I need to speak to. Their digital product has made a big difference to the efficiency of my business. I would not hesitate to recommend them.

Benjamin 22/02/2017

Jack Ross have been my family and business accountants and financial advisors for over 50 years. The delivery of services is second to none and i would recommend them to anyone. We have also built up great friendships over the years, above and beyond that of a normal business relationship which i value greatly.

Rob Cowan 22/02/2017

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Fee Munshi 16/02/2017

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I have had a relationship with Jack Ross for several years and continue to be impressed by the proactive support and diligent advice received across the breadth of the firm. Excellent at signposting.

Holly Jones 14/02/2017

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Advanced Features for Your Invoices

Streamlining Your Invoicing Process

Once you have mastered the basics, Xero offers several features to streamline the invoicing process further. These features can save you time and make your invoices look even more professional.

Advanced Steps: Elevate Your Invoicing Game

Auto-Populated Fields

  1. Use Auto-Populate: Xero can automatically populate fields based on the customer’s previous transactions, thus saving you time.

PDF Options and Electronic Invoices

  1. PDF and Electronic Invoices: Before you approve the invoice, you can preview it as a PDF. Xero also allows you to send electronic invoices directly from the accounting software.

Custom Payment Terms and Currency

  1. Payment Terms: You can include specific payment terms that the customer needs to adhere to.
  2. Currency: If your customer is international, Xero allows you to create invoices in different currencies, adhering to UK tax regulations.

Invoice Tracking

  1. Track Sent Invoices: Xero offers features to track the status of sent invoices, from the time they are sent to when they are opened by the customer.

Mobile Capabilities: Invoicing On-the-Go

With the Xero accounting app, you can create invoices on your mobile device. This feature is particularly useful if you are away from your desk and need to send an invoice quickly.

How to Create an Invoice on Xero Mobile

  1. Navigate to Invoicing: Open the Xero accounting app and navigate to the invoicing section.
  2. Create New Invoice: Tap on the ‘Create New Invoice’ option and follow the same steps as you would on the desktop version.
  3. Tap Done: Once you have entered all the details, tap ‘Done’ to save the invoice.

Still Have Questions? Get in Touch with JacRox

This concludes our comprehensive guide on how to create and send professional invoices using Xero accounting software. With its robust features and user-friendly interface, Xero makes invoicing a breeze for businesses in the UK. From basic invoicing to advanced features and mobile capabilities, Xero offers a complete invoicing solution for your business needs.

Ready to elevate your financial management with expert Xero accounting solutions? Fill out the contact form below and a JacRox team member will be in touch to guide you through our cloud accounting services.

Alex Hartley
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Our comprehensive guide outlines how to create an invoice in Xero Accounting, from selecting the ‘New Invoice’ option to adding customer details and itemising the invoice.

Yes, Xero offers various invoice templates, and you can also add your branding elements like logos and payment terms to create professional invoices.

Absolutely, Xero’s accounting app allows you to create and send invoices on-the-go, making it convenient for business owners who are away from their desks.

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Speak to a Xero Expert Today!

Take advantage of harnessing the full potential of Xero for your business. Whether you're a start-up, a thriving SME, or a larger enterprise, our Xero-certified accountants are ready to guide you through every step. Please fill out the form below, and let's begin your financial transformation.

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