Streamline purchase orders and payments

Follow these three steps to getting paid

1. Request a Purchase Order number

Ask your Xero contact for a PO number. Do this before supplying goods or services that have a total contract value of more than $2,000/£1,000 or equivalent.

Xero may reject invoices without a valid PO number, so it’s really important you get this before you send your invoice.

2. Format your invoice

• Ensure your invoice has the PO number
• Make sure billed items on the invoice match the PO line items
• Check that the invoice follows the format and content rules in the 'Invoices' section below

3. Send us your invoice

Email your invoice to accounts@xero.com. Include only one invoice per email and send after goods or services have been delivered.

If you follow these instructions then we'll do everything we can to make sure you're paid on time. Sometimes things can go wrong which could delay payment. If there has been a delay in your payment, please email accounts@xero.com and we'll get to the bottom of it and give you an update.

Our in-depth guide to purchase orders and payments

Purchase Orders

You must obtain a purchase order from your Xero contact before supplying goods or services to us. Xero pays invoices that match to an approved purchase order.

The purchase order number must be included on your invoice. Remember, if there isn’t a valid purchase order number on an invoice, it may be returned and payment delayed.

You should have received a purchase order from your Xero contact when the goods or services were requested.

A valid purchase order number is the Xero subsidiary code (XL, AU, NZ, SG, US or UK) followed by six (6) digits.

If you do not have a purchase order, please notify your Xero contact to request one before proceeding.

Purchase Order terms and conditions

Unless you have an existing contract with Xero, Xero’s general terms and conditions will apply to all purchase orders. These terms and conditions may change from time to time.

Invoices

What to include on your invoice for Xero

• A valid Xero purchase order number
• The same company name and payment terms as referenced on the purchase order
• Description of the goods or services (including quantity and unit prices) provided

Invoices must be forwarded directly to accounts@xero.com. Ensure that each invoice is a valid tax invoice if applicable.

Submit your invoice as soon as possible after the goods or services have been delivered.

Accepted invoice file formats for email

Xero accepts PDF formatted invoices only.

• If your invoice has been created in Microsoft Excel or Word, please convert to PDF before submitting to Xero for payment
• Only include one invoice per attachment (multiple attachments within one email are fine)
• If your email has been returned to you, please check that you have sent an appropriate file format
• File size limits: 6MB for images

Where to send your invoices

Only send your invoice, or questions to accounts@xero.com once.

Electronic invoices by email

Email accounts@xero.com for invoices, statements and queries. If you do email, please do not send a physical paper copy.

Payment of your invoice

Xero’s preferred method of payment for invoices is by electronic bank transfer directly into the supplier’s bank account.

Payment terms

All invoices will be paid according to the payment terms below, unless the parties agree otherwise:

• New Zealand: 20th day of following month
• Australia, United States, UK, Singapore and South Africa & Rest of World: Net 30 days

For example, a New Zealand invoice that is dated and received on:

• 31 January will be paid on 20 February
• 1 February will be paid on 20 March

NZ Exception – If the 20th falls on a weekend or statutory holiday, it will be processed the next business day.

NZ Exception – If the invoice is dated 31 January and is received on or later than the 5th of the following month, then this will be paid on 20 March.

Account Details

Changing your account details

Please email accounts@xero.com and advise us of what has changed.

Bank changes

Bank account changes must be accompanied with a valid document that includes the bank account details, such as:

• Bank deposit slip
• Bank verified printed document
• Internet banking screenshot

Name changes / other

All other changes – including changes to business address, trading or company names, company registration numbers, and GST/VAT or company ownership – require evidence to be provided.

Frequently Asked Questions

I don’t have a purchase order number. How can I proceed?

Please request a PO number from your Xero contact. A valid purchase order number is the Xero subsidiary code (XL, AU, NZ, SG, US or UK) followed by six (6) digits. See ‘Purchase Orders’ tab.

When will I be paid?

All invoices will be paid according to the payment terms below, unless the parties agree otherwise:

• New Zealand: 20th day of following month
• Australia, United States, UK, Singapore and South Africa & Rest of World: Net 30 days

Note, invoices received after the 5th of the month will be paid the following month (NZ only)

How do I get paid?

Before you invoice us make sure you have an approved purchase order.

Purchase order numbers must be displayed on the invoice, this is a requirement for payment. Equaly if you are sending us a credit note, reference to the invoice and/or purchase order on the credit note.

Please submit your PDF formatted invoice to accounts@xero.com.

Why have I not been paid or what can cause delays in payment?

Sometimes the payment date falls on a weekend or statutory holiday. In this case, payments take place on the next working day. When an invoice does not include a Xero Purchase Order number, we may return it which may result in delays in payment.

What information do I need to provide on my invoice?

It is important to include a purchase order number on your invoice that we can match your invoice to an approved purchase order. See ‘What to include on my invoice’ under the invoices tab.

What file formats do you accept for emailed invoices?

Xero accepts the following emailed file format types: PDF. If your invoice has been created in Microsoft Excel or Word, please convert it to PDF before submitting to Xero for payment. Only include one invoice per attachment (multiple attachments within one email are allowed). If your email has been returned to you, please check that you have sent an appropriate file format. If you have any questions, please email us at accounts@xero.com. See ‘What to include on my invoice’ under the Invoice tab.

How do I update my supplier details?

Any changes to your details need to be sent to accounts@xero.com.

See ‘Changing your account details’ under the 'Accounts Details' section.

My invoice has a supporting spreadsheet, which breaks down the invoice amounts. Who do I send that to?

Include it in your email to accounts@xero.com.

Copy your Xero contact in the email, and clearly indicate that this is for his or her information only.