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Introducing a better way to invoice

Posted 4 years ago in Product by Ann-Lisa Niemann

Invoices have come a long way since they arrived in the letterbox. Today, you can send them instantly from your phone, add flexible payment options that help you get paid faster, track when a customer has paid and remind them when they haven’t. And there will always be room for improvement with ever changing ways of how businesses do business.

At Xero we work hard to design an experience with small business in mind. With this as our top priority, we keep close to our community, listen and take action.

Introducing a better way to invoice

We’re making Xero’s invoicing more beautiful. And we don’t just mean visually. We’re moving to a simplified experience designed with small business in mind, so you don’t have to worry about the accounting behind the scenes.

Interestingly, 80% of small businesses only have 1-3 line items they need to populate on an invoice. We frequently hear from our community that Xero’s current invoicing asks for a little too much information for an invoice to go out the door quickly. So we identified a need to update the current version of invoicing to make it more efficient. By removing some of the clutter that isn’t useful day to day, and pre- populating fields, we create a more effortless experience that saves time.

In July this year we opened up a pilot release to a small number of customers, collecting feedback on what’s working well and identifying any gaps. Based on your feedback, we’ve made a number of improvements to how the new invoicing experience works and looks, as well as updated our future plans so we’re building in the tools you need the most.

This is an experience that caters for those of you who are hands on in the business and create invoices yourselves. Later next year, we’ll retire the current version of invoicing and introduce the refresh to everyone.

1,841,453 hours of invoice time saved

Composing invoices can take a bit of time, in fact the current average for completing an invoice is 1 minute and 46 seconds. For an activity you may be doing everyday – that time adds up. With the new improvements to invoicing  you are able to complete an invoice 30 seconds quicker on average than previously. You’ll find the invoice number, date and due date as well as the account codes there for you already.

Here are some pretty cool numbers for you to get an idea of what this means for small businesses on Xero: 220,974,470 invoices were raised with Xero in the last 12 months.

Collectively, Xero businesses could save 1,841,453 hours of invoice time over a year. It helps win back some of your time as well and makes room for the things that matter.

What’s new for Xero invoicing

  • Your changes are saved automatically as you create and edit an invoice. And you can easily preview the invoice.
  • You can show and hide fields in your invoice to suit your business. Only certain fields are shown in your final approved invoice.
  • You can add a contact on the fly. As you’re creating an invoice for a new contact, you can save the contact and add some basic information about them to your records in Xero.
  • You can edit inventory items on the fly within your invoice.

Most commonly used due dates for the invoice are available in a drop down. Once selected, the date is automatically updated for you.

What else can you expect from the new experience? Have a read of our help pages and watch the video below. The help pages are a good place to check in regularly for any feature updates.

      • Something that isn’t included for the moment are tracked inventory items and files. Reason being that these functionalities are adding more complexity and aren’t made for simple invoicing needs.
      • We’ve previously talked about adding a title and summary to invoicing. As stated in community, we are planning to add these to the new version of invoicing. However, those won’t be available straight away.
      • In the new year, you’ll be able to add online payment options to invoices more effortlessly. Adding a Pay now button to your invoices creates a better experience for your customers and helps you get paid faster with PayPal, credit or debit card.

What’s coming

      • At the beginning of next year, you’ll be able to add multi-currency to your invoices. Although it’s an important part of the invoicing experience, it isn’t used by everyone. So instead of rushing to get to multi-currency, we are getting some of the basics right first during the pilot.
      • Something we’ve been hearing throughout the pilot is that you are missing the ability to allocate a credit note to an invoice. We understand this feature is important to you, so rest assured, we’re working on it at the moment — it won’t be far away.
      • A quick way to copy an invoice. This is another feature on our to-do-list. Keep an eye out for it early in the new year.

Expect to hear more updates from us soon. We’ll keep you in the loop about how the invoicing pilot is going and encourage you to share your thoughts with us. Your opinion matters to us and the more voices are heard, the better we can make invoicing.


January 19, 2018 at 11.41 pm

Great to see some changes to invoicing. Is the option to create a RCTI being worked on or looked at?

Anne Napolitano
January 25, 2018 at 10.14 am

Please add “Due Upon Receipt “ to the drop down choices for invoice due dates.

Ashlee L.
February 9, 2018 at 9.30 am


February 21, 2018 at 7.28 am

How about allowing us users to add a column for data entry (invoice or bill). We have clients who require serial numbers for an item to be entered when creating an invoice/PO, and being able to search on them. Thank you.

Dan Clancy
March 3, 2018 at 4.31 am

When was this posted? Does “Later Next Year” mean 2018 or 2019???

March 7, 2018 at 9.52 am

Hi Dan, thanks for your question. The blog was posted in December 2017. We’re currently looking at the very end of 2018, but this might be pushed out to the following year. We’ll keep you posted!

Matthew Minshull
March 10, 2018 at 10.06 pm

I can see absolutely no benefit to our business. In fact, this could hinder us further. We don’t want dates prepopated as we invariably backdate invoices and then the due date is generated from the global or Contact’s setting.
A classic case of Xero tinkering with doesn’t need tinkering with, whilst ignoring the fundamental flaws.

March 29, 2018 at 1.58 pm

Is there any plan to add JOB COSTING as the Company I work for has to submit tenders for work, more & more these days.
It would be great to see (at a push of a button/run a report) how we are going on individual jobs. I guess that would also mean overhauling the Bills/Purchases and Payroll areas.

June 29, 2018 at 3.36 am

One of our clients has requested that the custom invoice we created should show the gross amount of all line items, before the CIS reduction is applied – as it is laid out on the standard invoice templates. On the template we created, the CIS labour deduction is instead shown as a line on the invoice itself, and thus there is no way of seeing the gross amount before it is applied. When I emailed 6 months ago, I was told that there was no DOCX field code to show the CIS deduction as we would like. Will this be possible when the new invoice features are released?

August 1, 2018 at 9.21 am

Anither huge improvement required is the ability to add Site/delivery addresses to the invoice

Zachariah Hardy
May 22, 2019 at 12.44 pm

Hi there.
I am finding the new version time consuming and inefficient. I often use discounted prices and have to now click into the discount box to have it on the line for every single line item.
I am also finding my pricing in the unit price field is showing incl GST all of a sudden when I want it to be excl gst. HELP!!


February 14, 2020 at 8.17 pm

Thanks for posting about invoice overdue because at one time my invoice was overdue and i was confused about now what to do to pay my invoice for that reason i always searching for the best invoice application which remind me when my invoice was overdue and then finally i got my application is Moon Invoice app. Now I regularly pay my invoices.

Beeny Atherton in reply to Evelyn Xero
February 20, 2020 at 11.15 am

Amazing Evelyn – I’m really pleased that you enjoyed this article and found the information helpful. Good work on regularly paying your invoices! Cheers, BA

Sarah Simmonds
May 11, 2020 at 9.18 am

Will quotes ever be updated to function in the same manner?

The New Invoicing is a massive improvement on Classic. I was surprised to see Quoting wasn’t updated simultaneously.

May 19, 2020 at 2.32 pm

Hi Sarah, thanks for sharing your feedback about new invoicing, glad you like it :). The team are continuing to iterate and develop functionality in invoicing, and have plans to look at updating quotes in the next 12 months. We’ll keep you posted!

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