To save time when preparing bills in Xero for your purchases, you can create a new bill by copying an existing one. In this tutorial, we will create a new bill for payment by making a copy of an existing bill in Xero’s demo company.
Purchases Section in Xero
To get started, go to Business → Purchases overview from the main menu:
Next, click on the Awaiting Payment section to see all the bills that have been created but not paid:
How to Copy a Bill in Xero
Let’s make a copy of the first bill on the list. Click anywhere on the Heritage Trust row to open the bill:
Now click on the Bill Options button on the top right-hand side of the screen and choose Copy from the list:
You should now see an exact copy of the bill in a New Bill template. Because we have copied a bill that has a value in the Reference field, Xero has let us know that a bill already exists with “Sub” as the reference:
We do not want to save our new bill with the same Reference as the old bill, so let’s change it to Sub2:
Save or Approve Your Copied Bill
Now that you have created a new bill from an existing bill, you need to Save or Approve it. What you choose to do depends on how you run your business.
If your billing process requires you to save new bills as drafts for someone else to approve, click on Save → Save as Draft on the bottom left-hand side of the New Bills screen:
If you do not need anyone else to approve your new bills, you can go ahead approve them yourself by clicking on the Approve button at the bottom right-hand side of the New Bills screen:
Your new bill will now be ready for payment and can be reconciled in the bank account once the transaction comes through on your bank feed. That’s all you need to do to save time by creating new bills from existing bills in Xero.