Sometimes, when you email a sales invoice to a client, you need to send some files with it such as Excel spreadsheets or PDF documents. In Xero, you can do this in by attaching the files to the invoice and including them in the email to the client. In this tutorial we will attach an Excel file to a sales invoice in Xero’s demo company and email it with the invoice to the customer.
Sales Invoices Section in Xero
To get to the right place in Xero, go to Business → Sales overview from the main menu:
Now click on the Awaiting Payment section to see all the sales invoices that have been created but not paid by the customers:
How to Attach Files to a Sales Invoice in Xero
If you are using the demo company, click anywhere on the row of the first invoice to Bayside Club to open the invoice:
To attach files to the invoice, click on the button at the top right-hand side of the invoice screen that looks like a partly folded piece of paper. When the pop-up box appears, click on the + Upload files link:
Now you can choose the files you want to attach to the invoice. I have created a dummy Excel spreadsheet called Bayside Club File.xlxs for this demonstration and attached it to the sales invoice. Go ahead and attach an Excel file, PDF or anything else that Xero will accept before continuing with this exercise.
Once you have attached your file, click on the cog icon beside the file name and choose Include with Invoice from the drop-down list:
Your file should have moved up to the TO INCLUDE WITH INVOICE section of the pop-up box:
Now that you have attached your file and set it to be included with the invoice, click on the Email button on the main invoice screen:
To make sure the Excel file is included in the email to the customer, tick the checkbox called Include files as attachments in the pop-up box:
Now, if you send this sales invoice to the customer, the attached file will be included in the email.