Xero Tips

Here are some general tips to help you get around Xero as quickly and as easily as possible.

View multiple pages

View multiple pages of your organisation in Xero at the same time by using tabbed browsing (as long as you're using one of our supported browsers and aren't viewing multiple organisations at once).

There are three main ways to open a link in a new tab:

  1. Hold down Ctrl + Left Click on the link
  2. Right-click on a link and select Open a new Tab
  3. Ctrl + T to open a new tab

Date entry short cuts

Date entry shortcuts in Xero

Inbuilt calculator

Inbuilt calculator

Favourite reports or General Settings screens

Favourite a report

Favourite a General Settings screen


Xero desktop shortcut

To add a shortcut to the Xero login page to your desktop, go to the Xero login page in your browser and drag the small round Xero icon in the URL or web address bar at the top of the browser out onto your desk top. Now you can click on the browser icon on your desktop to go directly to the Xero login page rather than opening your browser and typing go.xero.com or using a bookmark you may have saved.

Search for contacts when entering transactions

Use Xero's advanced contact search when you're entering transactions. Simply enter at least 3 key letters of your contact's name. For example, if you want to find one of your taxi contacts, enter 'taxi' and all your contacts containing taxi in their name appear. You can also search for the primary contact person for your contact's organisation.

Use payment refs

To make the reference of payments easier (particularly when matching multiple transactions when doing a bank reconciliation), enter the cheque or transaction number in the payment Reference field on the Awaiting Payment invoice or bill when you're recording the payment. This will enable you to more easily reconcile and report on transactions.

Reconciliation adjustment

When reconciling your bank account, if an amount is slightly under/overpaid, you can apply the difference to an adjustment account.

Unreconcile & fix items reconciled incorrectly



Unreconcile an account transaction

Reconciliation multiple items

Bank reconciliation is not just one line item from your bank statement to one item entered into Xero - you can match:

  1. One downloaded payment to multiple items in Xero
  2. Many downloaded payments to one invoice or bill
  3. Multiple payments covering multiple invoices or bill

Pay to an account that's not a bank account

Enable payments to an account

Add accounts from transactions

You can add Chart of Account codes ‘on the fly’, while entering invoices or bills, the first entry in the drop-down box is ‘Add a new account’. Alternatively, for journals, Receive/Spend Money transactions, select ‘+Add’ next to the Account field.

Copy and edit an invoice

To quickly re-enter an invoice or bill, copy it from one you've already created – all fields will populate with the original information you entered. You can edit the invoice or bill as necessary.

Find voided items

To find all voided invoices, bills and credit notes, go to either Purchases or Sales as appropriate and select the All tab. Click on the Status column header twice to get a reverse alphabetical list by status which will show 'Voided' at the top of the list.

Repeating invoice

If you have regular bills to pay, or send regular invoices to customers - use Xero's repeating invoices or bills. Set up a template and Xero will automatically create an invoice or bill for you according to the frequency you specify and drop the it on the Draft tab (if you need to vary the amount or something else each time) or the Awaiting Payment tab (if the it is the same every time).

Tax rate for customer or supplier

If you always want to use a specific tax rate on invoices or bills, edit their contact details and choose the rate you want to use. This will override the default tax rate normally used for the account you've chosen, although you can choose any rate on the invoice or bill screen itself when entering it.

Expense claim codes

If there are only a few accounts you want displayed when coding expense claim receipts, limit that number by going to Chart of Accounts and editing the accounts that you do not want to display by unchecking the ‘Show in expense claims’ option on each account.

Report against budget

In some of Xero's reports you can compare actual income and expenditure against budgeted figures - enter a budget first from Accounts > Budget Manager than on reports that offer it you can check the 'Show budget' option e.g. Profit and Loss reportIncome Statement, Budget Variance

Invoice/bill/payment summary for a Contact

To view a list of invoices, bills and payments for a particular Contact, go to their Contact details (from the Contacts menu) and click on the Outstanding Balance figure. Even if this is 0.00 it will show you all invoices, bills and payments for that Contact by way of a report. This report is also available by clicking on the Contact from the Aged Payables or Aged Receivables report.

Customise report layout

Change the default layout of some reports by choosing your own groupings for accounts or move accounts to be displayed on a different part of the report using a 'Custom layout'. The layout can be applied to other organisations you have in Xero or set as the default for all users of an organisation.

Google docs

If you don't have Microsoft Excel or would prefer to use Google Docs for sharing spreadsheets you can export any report in Xero to Google Docs (or Excel or PDF). You’ll need a Google account (gmail address) to export reports to Google Docs and you can invite other people into Google Docs to view and edit them. If the people you invite only need read-only access to a document in Google they don't need to have a Google account.

Publish reports

You can publish any of Xero's report to keep a copy of it in Xero to be a particular snapshot in time. You can run reports for any date but if you publish a report, it will be kept as a static copy (as PDF or spreadsheet) on the 'Published' tab available for others to see when they log in to Xero. You can also save PDF or Excel reports to your computer and email from there if required.

Tracking categories

Use Xero's tracking categories in the same way as you might use cost centres or departments to enter transactions and report on different divisions of your business (e.g. Profit and Loss reportIncome Statement). This allows you to report across all accounts at once for these categories rather than setting up different accounts for each category and reporting on them one by one.

Customer phone numbers

In Sales, hover your mouse pointer over different colours on the Money Coming In graph to see customer phone numbers (as long as they have been loaded into Contacts).

Log directly into My Xero

Log directly into My Xero, rather than defaulting to the last organisation you were in.

From the header, click your name, then click Account. Under Settings, select Go to My Xero.
Make My Xero or your dashboard your homepage

My Xero organisation order

The way you order your organisations in My Xero will be remembered each time you go back there – click on the Name or Last viewed column in My Xero to sort by last viewed date (if there's one organisation you use most often) or by organisation name (if you have lots and need to scan the list). The My Xero drop-down menu will always show the last 5 organisations you logged into in reverse chronological order. Access My Xero from the header by clicking the list icon Image showing the list icon and selecting My Xero.