Add a branding theme

Add a standard or custom branding theme to customise your invoices, credit notes, statements, quotes, purchase orders, receipts and remittance advices. You can set up multiple themes to use in different situations. For example, if you run more than one business under the same company structure, you can use different themes for each business.

Add a standard branding theme

There is no limit to the number of standard branding themes you can add. You can add a new theme from scratch or copy an existing theme.

  1. Click Settings, then select General Settings.
  2. Under Features, click Invoice Settings.
  3. Either:

    • Click New Branding Theme, then select Standard to add a new theme.

      Image showing Invoice Branding screen and New Branding Theme button.

    • Find the standard theme you want to copy, click Options then select Copy.

      Image showing Copy from Branding Theme Options.

  4. Name your theme.
  5. Edit specific components of your theme.
  6. Click Options, then select Preview to see how the theme will look to your customer, You can see both desktop and mobile views of your theme.
Documents that use a standard theme display the town, city state, region, postal code and country in uppercase according to your country's postal standards. You can change this to title case if required.

Add a custom branding theme

After you've set up your organisation in Xero, you can add up to 15 custom (DOCX) branding themes to apply to invoices, credit notes, statements, quotes or purchase orders. You can't preview custom themes and you can't apply them to receipts or remittance advices.

Read the rules and recommendations for using custom templates before you add a DOCX template.
  1. Click Settings, then select General Settings.
  2. Under Features, click Invoice Settings.
  3. Click New Branding Theme, then select Custom .docx.

    Image showing Invoice Branding screen and New Branding Theme button.

  4. Name your theme and select OK.

    Image showing the New Branding Theme title popup window for docx templates.

  5. Scroll to the bottom of the Invoice Settings page to see the new theme.
  6. Click Download to download a ZIP file containing the invoice, credit note, statement, purchase order and quote templates.

    Image showing the Download button highlighted.

  7. Open or save the file to your computer.
  8. Unzip the file (if your computer doesn't do this for you automatically) so you can see the template files: Invoice.docx, CreditNote.docx, Statement.docx, PurchaseOrder.docx and Quote.docx.
  9. Open the template file you want to customise. You'll see it's formatted like any other Xero invoice, credit note, statement or purchase order, but it's made up of tables containing fields that correspond with data fields in Xero. (You'll be familiar with these fields and this type of concept if you've used mail merge features in MS Word 2007 or 2010.) Xero uses the fields in the template to pull corresponding field data from Xero.
  10. Customise your theme:
  11. Save the template to your computer as a DOCX. For example, Invoice.docx.
  12. Click Upload to upload the customised template into Xero.

    Image showing the Upload button highlighted.

  13. Click Browse for the template you want to upload.

    Image showing uplode templates pop-up

  14. Locate and select the DOCX template you saved to your computer.
  15. Click Upload to finish the process.
  16. Repeat the process for each of the templates you want to customise for the theme.