Beginner
How to configure repeating invoices on Xero
Quick Answer
Configure repeating invoices in Xero by navigating to Business > Invoices > New Invoice, creating your invoice template, then clicking the 'Make Recurring' option to set frequency and duration. This automates invoice generation and sending for regular billing cycles.
Prerequisites
- Active Xero subscription
- Admin or Standard user access
- Customer contacts already set up in Xero
- Invoice template configured
1
Navigate to the invoices section
Log into your Xero account and click on Business in the top navigation menu. From the dropdown, select Invoices to access the invoicing dashboard.
Tip
Bookmark the invoices page for quick access if you frequently create recurring invoices.
2
Create a new invoice template
Click the New Invoice button in the top right corner. Fill in all the required details including To (customer), Date, Due Date, line items with descriptions, quantities, and rates. Ensure all information is accurate as this will serve as your recurring template.
Tip
Use detailed descriptions and item codes to make recurring invoices easily identifiable.
3
Enable the recurring option
Before saving the invoice, look for the Options section at the bottom of the invoice form. Check the box next to Make this a repeating invoice. This will expand additional recurring settings below the checkbox.
4
Set the recurrence frequency
In the recurring options, select your desired frequency from the Repeat dropdown menu. Options include Weekly, Monthly, Quarterly, or Yearly. Then specify the interval (e.g., every 1 month, every 2 weeks) in the adjacent field.
Tip
Monthly billing is most common for subscription-based services, while quarterly works well for retainer agreements.
5
Configure start and end dates
Set the Start Date for when you want the recurring cycle to begin. Choose an End Date or select Never if the invoicing should continue indefinitely. You can also specify a total number of invoices to generate instead of an end date.
Tip
Set the start date at least one day in the future to ensure proper processing time.
6
Set up automatic approval and sending
Check the Automatically approve for sending box if you want invoices to be automatically approved. Then check Email to contact to automatically send invoices to your customer's email address when generated. Verify the correct email address is selected from the customer's contact details.
Tip
Test with a small client first to ensure email delivery works correctly before enabling for all recurring invoices.
7
Save and activate the recurring invoice
Review all settings carefully, then click Save at the bottom of the form. The invoice will be saved as a recurring template and you'll see a confirmation message. The recurring invoice will now appear in your Repeating tab under the Invoices section.
Tip
You can edit or pause recurring invoices at any time from the Repeating tab.
Troubleshooting
Recurring invoice emails are not being sent automatically
Check that the customer contact has a valid email address and that Email to contact is enabled in the recurring settings. Verify your email settings under Settings > General Settings > Invoice Settings.
Cannot find the 'Make this a repeating invoice' option
Ensure you're creating a new invoice, not editing an existing one. The recurring option only appears when creating new invoices. Also check that you have sufficient user permissions - Standard or Admin access is required.
Recurring invoices are generating on wrong dates
Check the Start Date and frequency settings in your recurring invoice template. Edit the recurring invoice from the Repeating tab and adjust the schedule. Note that Xero processes recurring invoices daily, usually in the early morning.
Want to modify all future recurring invoices
Go to Business > Invoices > Repeating tab, find your recurring invoice, and click Edit. Changes will apply to all future invoices in the series, but already generated invoices remain unchanged.
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