Xero Invoices – How to Add Payment Services to Sales Invoices

Author: Mark Cunningham

Published: June 11, 2018

Categories: Invoices


One way of helping your customers to pay you on time is to include payment services such as PayPal and Stripe to your sales invoices. In this tutorial, we will add the PayPal payment service to an invoice branding theme in Xero’s demo company. Any invoices that are created using that theme will automatically display details showing customers how they can pay the invoices via PayPal.

Payment Services Section in Xero

To get to the right place in Xero, go to Settings in the main menu and click on Payment Services in the Features section:


How to Add Payment Services to Xero Sales Invoices

In the next screen, you should see a few PayPal payment services already set up in the demo company. To add one of these to an invoice branding theme, click on the Manage themes button:


A pop-up box will appear showing you the invoice branding themes that are already set up in Xero’s demo company. As you can see, the Standard theme and the Very orange invoice! theme already have PayPal services assigned to them.

For this exercise, we will add a PayPal payment service to the Special Projects theme. Click on the drop-down box in the PayPal column of the theme and choose democo@for-demo-purposes-only.co from the list:


Click on Save when ready.

Edit Text on Sales Invoices

Once you have added a payment service to your invoices, it is a good idea to update the message that appears on your invoices which tells your customers how they can pay you. To do this, go to Settings in the main menu and click on Invoice Settings in the Features section:


As we added a payment service to the Special Projects theme, click on Options → Edit for that theme:


Here you will see that we successfully added the PayPal payment service to the theme, however the message in the Terms & Payment Advice (Invoice and Statement) tells customers that they can only pay by BILLPAY.

We need to update this message to let customers know they can also pay by PayPal. To do this, change the message to something like “Pay by BILLPAY direct to our account 083-234-12345678 or click on the ‘Pay Now’ button to pay via PayPal with your credit card”. Click on Save when you are happy with your new message:


The new message will appear on any invoices you create using the Special Projects theme and your customers will be able to pay using PayPal by clicking on the Pay Now button at the top of any invoices you email to them. Here is an example invoice I created and emailed to myself using the updated Special Projects theme. Here you can see the new message at the bottom and the Pay Now button at the top that will take the customer to a PayPal login screen if they press the button:


That’s all you need to do to include a PayPal payment service on your invoices. If you want to, you can add more payment services such as Stripe and eWay to your Xero account and sales invoices. If you would like to learn how to do this, please see our tutorial on how to add a payment service to Xero.

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