If you charge customers on a regular basis, you can save time by setting up repeating invoices in Xero instead of creating each invoice from scratch. In this tutorial, we will use Xero’s demo company to create a repeating sales invoice and then have a look at where repeating invoice templates are saved.
Sales Invoices Section in Xero
To get to the right place in Xero, go to Business → Sales overview from the main menu:
How to Create a Repeating Sales Invoice in Xero
Next, click on the + New button and choose Repeating Invoice from the drop-down list:
The New Repeating Invoice screen is similar to the screen for creating a single invoice, except it includes a section at the top where you can choose your repeating invoice settings. Let’s create a repeating invoice for one of the demo company’s clients.
Repeating Invoice Settings
For this exercise, we will create a sales invoice that repeats once a month on a certain date. We will tell Xero to keep creating repeat invoices forever and to save them as drafts so they can be reviewed and approved manually before being sent to the customer. To do this, enter the following settings:
- Repeat this transaction every: type in 1 and choose Month(s) for this setting.
- Invoice Date: choose today’s date.
- Due Date: choose the date 30 days from today’s date.
- End Date (Optional): leave this blank.
- Save as Draft: click on the radio button for this option.
Other Invoice Settings
Now that we have told Xero how and when we want the invoice to repeat, we can create the first invoice. For this exercise, I have created the invoice as follows:
- Invoice to: enter ABC Furniture.
- Branding: choose Standard from the list.
- Description: type in Consulting services.
- Quantity: type in 1.
- Unit Price: type in 500.00.
- Account: choose 260 – Other Revenue.
The other settings will either automatically populate or can be left blank:
When you are happy with everything, click on Save to create your first invoice and save the repeating invoice template.
Check the First Invoice and Repeating Invoice Template
Let’s see if our first invoice has been successfully created. On the main Invoices screen, click on Drafts to see if our first repeating invoice has been saved as a draft like we wanted:
As you can see, the first invoice has been created and saved as a draft invoice, just as we wanted. In future, repeats of this invoice will also be saved as drafts and will appear in this section of Xero once they have been automatically created. This will happen on the 30th of each month, as per our settings.
Now let’s see if our repeating invoice template has been saved in Xero. To do this, click on the Repeating tab in the main Invoices screen:
Here we can see that our repeating invoice template has been successfully created. We can also see that the next invoice will be created in 30 days’ time, just as we wanted.
If you need to make changes to future invoices, click on the template from this list to get to the repeating invoice template. Any changes you make will be applied to all repeat invoices.