Create invoices in Xero

Once a quote is accepted, an admin can create its invoices in Xero without retyping anything. Only owners and admins can create invoices; other team members do not see the invoice tools.

Before you start

• Xero must be connected. See Connect Xero.
• The quote must be Accepted.

Create the invoices

1. Open the quote and click Create invoice in Xero in the Invoices panel on the right, or choose it in the Actions menu.
2. Under Invoice to, keep the Linked Xero contact, Choose an existing Xero contact, or Create the customer as a new Xero contact.
3. Under One-off costs, choose:
   • One invoice for the one-off total, either with One line per item or One line with the total, items listed in its description; or
   • One invoice per payment milestone, then tick the milestones to invoice now; or
   • Not now.
4. Optionally write a Project summary for the first line of the invoice, or click Generate with AI. See Project summaries and AI.
5. If the quote has subscriptions, choose how to invoice them. See Invoice subscriptions in Xero.
6. Optionally set a Due date and the Status in Xero.
7. Click Create in Xero.

What the invoice contains

• A first line with the quote number and title, plus the project summary on one-off invoices.
• For a single invoice, one line per included item (heading, quantity, unit price and discount), with a fixed overall discount as a separate negative line; or one summary line per tax rate and account. Item descriptions stay on the quote.
• For milestone invoices, the milestone's share of the items, grouped by tax rate and account.
• The account from the item's sales category or your default sales account, and the Xero tax rate from your mapping.
• The quote's currency, and a reference made of the quote number and title (plus the milestone name).
• A link back to the quote in Quoterium, and a note in the invoice's history in Xero.

For a milestone due on a date, or a number of days after acceptance, the invoice is due then. Otherwise your Due after (days) setting is used. A Due date picked in the dialog overrides both.

If the Xero contact has gone

If the client's linked Xero contact no longer exists in Xero, the link is removed and you are asked to choose or create a contact. When you choose or create one in the dialog, it is remembered for the client, or for the person on a quote without a company.

Avoiding duplicates

Milestones already invoiced are marked invoiced and cannot be ticked again. If a whole-quote invoice already exists, the option is marked already raised; you can still raise another if you mean to.

See also

• Manage invoices raised in Xero
• Payment terms and milestones
• Xero invoice settings and tax mapping