Setting up your invoice template
What to configure and how to preview before sending
Your Xero invoice template determines how every invoice you send looks. Set it up correctly once and it applies to all future invoices automatically.
What to configure
- Your company logo (upload under ‘Settings’, then ‘Organisation’, then ‘Logo’)
- Your company name and address (pulled from ‘Organisation’ settings)
- Your VAT registration number (pulled from ‘Financial Settings’ once entered)
- Your payment terms (set as default in ‘Invoice Settings’)
- Your bank account details in the footer, so customers know where to pay
How to preview before sending
In Xero go to ‘Settings’, then ‘Invoice Settings’, and select ‘Preview’ to see exactly how your invoice will appear to customers. Check it on both desktop and mobile, as many customers view invoices on their phones. Some invoice styles do not have a preview mode, so you should print to PDF to review how it looks.
💡 Good to know: Send a test invoice to your own email address before your first real invoice to confirm everything looks correct. Check the VAT number is visible, the payment details are correct, and the company name exactly matches your Companies House registered name.
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