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Creating Repeating Invoices & Bills In Xero

April 27, 2021
Bill Kimball

how to pay repeating invoice xero

Hi everyone, Come on over to the new discussions in Xero Central. It’s a more intuitive way to connect and chat all things business with one another. Ask questions, dish out answers, and get involved. If we select the second invoice to be paid (INV – 0042 for $200.00), the reconciliation window updates to let us know that this transaction is now OK to match.

I would love this feature as we have invoices that repeat every 10 days, or other random amount of days. I too would like to see the option to invoice on a daily / per ‘X days’ basis. MYOB has the option to select a recurring transaction straight from the ‘new invoice’ window.

As all of our leases to our tenants require quarterly rent payments, we need that functionality of repeating invoices. To allow 100% accurate invoicing, it would be great if Xero could set up quarterly repeating invoices so that they can be invoied on the correct date. I’d support this and would also add the option for annually repeating invoices as this would be advantageous and a real benefit to avoid calendar reminders. If Xero can do monthly and weekly why can’t it be programmed for daily or even every X days.

Access all Xero features for 30 days, then decide which plan best suits your business. Select and email multiple invoices in one go. You can also combine multiple invoices into a single PDF and attach it to an email. Give customers an extra nudge and take the work out of chasing payments. Work smarter with intuitive invoicing software.

Margaret, it sounds like option 2 may be the best workaround at this point. Ultimately, your client may need to consider getting an integrated POS app like Vend that will push invoices into Xero. enter one draft invoice with line items set to quantity 1. Then copy each day and update for that day’s sales. Hi team, no planned updates for Repeating Invoices for now.

I have a repeating invoice template that isn’t invoiced on the same day every month. If I go into it and change the date to today’s date, it won’t allow that.

How To Set

Ideally would be great if repeating invoices could be daily repeating. Or even better, set up one standard invoice transaction that doesn’t repeat and just elect to use it when doing data entry (for those ex QB users – memorised tranactions with no standing order). If your customers pay you a regular, repeating amount, there is a great new feature from Xero and Stripe called Auto Pay. Xero and the global payments processor has created this feature to help businesses get paid faster, optimise invoicing and ensure more cash flow certainty. You can include a payment link with your repeating invoices by choosing a branding theme on the repeating invoice that includes a payment service.

Please be assured we are preparing for our services to continue as normal. We are committed to an evidence-led and common-sense approach to containing the coronavirus outbreak and mitigating its impact on employees, customers and our wider business operations. “Xero” and “Beautiful business” are trademarks of Xero Limited. Select the object, make the necessary changes to it and Update the template or Update and Execute the new query. You can also provide the start cell, for instance, A11. And provide the name of the template in Template Name field, for instance, Template 1.

I have to use repeating invoice function so the invoice numbers are as sequential as I can make them . I have over 350 invoices set to repeat once but now I will have to go in and dlete every repeating invoice as each one gets paid.

how to pay repeating invoice xero

During the manual or automated refresh, the order will stay as you defined it. You also can change the order back to the default settings by using the Change Pull Settings option. You can to billswhen youeditan instance of a repeating bill, but not when you set up the repeating bill template. If you’re creating a repeating bill from one with an attachment, the attachment won’t be copied to the repeating bill. Use an existing invoice or bill of any status as the basis for a repeating template. Open the invoice or bill and select ‘Repeat’ from theInvoice Optionsdrop-down.

But the real time-killer is to go for Approve for Sending, which will automatically email the invoice to its intended recipient each month . Xero will automatically assign invoice numbersfor sales invoices, just as when creating an individual invoice. Preview any placeholders you have set up on the template. Enter your contact and reference detail for the invoice. You can use placeholders in the Reference field to enhance your invoices. Select where the invoice should post in Xero when it repeats.

Automation In Xero Part I

Select Reconcile at the bottom to match the transactions to the bank feed. Once the Split has been applied, you will notice that the invoice is moved to the lower half of the Reconciliation Window. Xero will then ask you how much of the deposit you wish to apply towards this invoice.

This radio button is explained clearly in Help but I think the label for this radio button is misleading. I now realize that I should have chosen simply “Approve”. No way to bulk update repeating invoices right now, but we do have a similar request for this that I’m going to merge to. Yes, I will copy the macro to the forum shortly. One thing that happens when you select options, repeat, it resets the due date to the current date, so the macro first copies the date from the draft invoice and pastes it to the new repeating invoice. I imported the drafts with the invoice date as the next date it should repeat. I would like to export out my repeating invoices, I have over 300+ clients that have 4 invoices a year, I would like to export their details out and increase their amount due to a price increase.

  • Select where the invoice should post in Xero when it repeats.
  • Notice that when you select the transaction, a blue hyperlink called “Split” appears.
  • If you need to make changes to future invoices, click on the template from this list to get to the repeating invoice template.
  • Easily transfer all your invoices from another accounting system into Xero invoicing software.
  • You’ll have to do this for each invoice, so it’s a bit manual unfortunately!

Invoice for all the items in your quote or just choose some of them. Subscribe by email and instantly get FREE Illustrated eBook. Adequate ‘positive’ cash flow is essential for the survival of any business, yet this is something that over 50% of small business owners struggle to manage. I personally would not recommend ticking Include PDF attached, as it will defeat the purpose of accurately tracking if your customer has opened the invoice. Invoice to – entity you are issuing invoice to. You have an option to attach files , if you want to.

Design Repeating Invoices Report

You can Save as Draft, Approve or Approve for Sending. Accept online invoice payments and get paid up to twice as fast by connecting to Stripe, GoCardless and others.

Here’s the frustrating thing, users get A LOT of excuses why things can’t be done (description search, late fees, fixing “multiple items”). But what’s the excuse for not changing the NAME OF A BUTTON for clarity. No vision, no sense of what matters to users and the importance of FIXING BUGS/poor decisions WHILE YOU DEVELOP new features. Xero must fix these outstanding issues as they develop new features. They’re making a mistake when they leave this low hanging fruit to rot in the vine. As they add up in numbers and years neglected, users grow less and less enthusiastic and more frustrated.

Could you add the option to copy recurring invoices in both sales and purchases. Even though it is a maximum of 100 repeats it does seem to restart at 1 if you haven’t completed the set. It takes a while approx 3-4 per minute and it is best to complete the invoice if it stops as you will possible duplicate it. I too will need to create approx 750 renewal subscriptions annually. The other units will have the same problem – so there is the possibility of creating well in excess of several 1000 invoices!

Over the next few weeks, we will be discussing ways that you can be more automated in Xero. This article is focusing on using the Repeating Invoices feature within Xero. Stripe is a leading global online payment solution that lets customers pay with debit card, credit card or Apple Pay. With a feed into Xero for easy reconciliation, and auto pay for repeat payments, Stripe makes it easier for you to accept payments in Xero. Xero online invoices and payments provide better protection from fraudulent activity.

I doubt whether anyone of the units would change to Xero if this cannot be achieved easily. Right now in Oct 2019, there aren’t active plans for developing the ability to import repeating templates. Not that we don’t see it as a good addition, but with so many ideas being sort after here in the community and through other means of feedback, the team do have to prioritise all work. Can you please add the option to repeat the invoice bi-monthly . Currently you can only select every 2 weeks which will result in an extra invoice every now and then. As my payments reoccur every 30 days I find that the invoices are out by a day for 7 months of the year,and I have to go in and manually amend each invoice.

Had a lot of apologising to do to a customer who now thinks that I am desperate for money. We’re a few months into 2018, and to give an indication – the team who look over repeating invoices are also responsible for new invoicing which is the main focus, right now. I created a repeating sales invoice and chose “Approve for Sending”. A few days later I was surprised to find that Xero had not only approved the invoice but also sent the invoice automatically and I had to apologise to the customer for the false alarm.

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Set it up with all the lines that you might need, with 0.01 as the unit price. That way you can simply delete the lines that you don’t need. The last line should post to a Cash Float account as the negative total. Deal with the sales tax properly here as well. Not all accounting software was created equal. Follow this guide to see why the right online software can make all the difference to the way you run your business. Customers that are offered convenient online payment methods pay invoices two to three weeks earlier than usual.

See our previous article for suggestions on how to choose a payment service that suits your needs. As you can see, the first invoice has been created and saved as a draft invoice, just as we wanted.

how to pay repeating invoice xero

I’d like to be able to add repeating invoices every 30 days but currently the only options in the pull down are weeks and months. Rather than creating a new invoice or bill each time for a regular customer or supplier you can use Xero’s repeating invoice or bill feature to do the work for you. 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.

Registerfor an account and take control of your invoices right away. We’ll use this information to find all the invoices in our files that are associated with those numbers. As a registered user, you will be able to manage and pay your invoices online and at your convenience.

Workaround will be set up a scheduler to create invoices on certain scheduled dates from other software. Can you please add feature for daily repeating or even better a daily stored template that can be picked up like MYOB does. Hi Katrina, not exactly the feature option you’re asking for here, but there’s a similar thread requesting to set a template to repeat every ‘x’ days. If you feel they similar enough I’ll be happy to merge so we can keep the discussion all together, and everyone updated in the one place. ‘Copy To’ is another great feature to use for repetitive bills / invoices, saves time re-entering the same line items. I enter my sales as invoices on a daily basis and it would be great if there was an option to repeat the transactions daily instead of just weekly or monthly.