Awaiting Payment sales invoices
View and manage invoices that are awaiting payment (sometimes called accounts receivable). You can view and apply payments and credit notes, copy and void the invoices, make them repeat regularly, and add expected payment dates.
You can get to an invoice that's awaiting payment from the Sales screen, or by drilling down from credit notes, certain reports, customer statements or invoice payments in your bank account.
What can you do with invoices awaiting payment?
Depending on your a user role you might only see invoices that you created.
Invoice with credit note
Approved invoices are available from a couple of places:
Invoices automatically imported from an Xero connected app will show a link to the original invoice in the other system.
Apply a payment
Editable fields under the Awaiting Payment invoice are available for recording a payment.
Credit the invoice
If the customer has outstanding credit you should allocate existing credit before adding a new credit note for them
Add a credit note directly to the Awaiting Payment invoice for some or all of the amount outstanding on the invoice using the 'Add Credit Note' option on the Invoice Options button.
This will create a credit note specific to this invoice with the details of the invoice already copied into it. You can approve and apply the credit note to the invoice, or save it as draft, which will break the tie with this invoice. The credit note can be approved later and allocated to this or another invoice as required.
Allocate existing credit
If the customer has existing unallocated (unused) credit in Xero, the total amount of credit available will be shown above the payment panel on the invoice. This option does not display if there are no Awaiting Payment credit notes for this customer - if you have any Draft or Awaiting Approval credit notes that you want to use up, you'll need to approve them first.
You can edit all fields if no part-payments have been made.
We have detailed help on the invoice fields, saving and approving if you need it.
Changing GST on awaiting payment invoices or bills might impact any GST reports you've submitted to the IRD, or any invoices and credit notes sent to your customer.
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Email/Send or Print
Click Invoice Options for a list of other actions you can perform on an Awaiting Payment invoice.
The options may vary from invoice to invoice.
Send via Xero Network (only if set up)
An extra option 'Send via Xero Network' will display in the Invoice Options list (as well as the Send button already displayed on the invoice) only if you have set entered this customer's network key.
You can't send invoices from Xero to Xero if the invoice has payments or credit notes attached to it.
All invoices that were not automatically generated as a repeating invoice (or have had their repeating schedule deleted) can be used as a template for a new repeating invoice.
Invoices that have been approved cannot be deleted but can be voided (as long as no payments have been made.) If you void an invoice with a credit note attached to it, the credit amount will be reversed on the original credit note - this may return the credit note from a Paid to an Awaiting Payment status if the entire amount of the credit note was applied to the invoice just voided. For best accounting practice you should credit an invoice rather than voiding it. You should only void an invoice where that invoice has not been sent or issued. For how to credit invoices you should speak to your accountant or bookkeeper. For more information on Credit Notes in Xero please see our Credit Notes help.
A copy of an invoice in any status will be created.
As above, you may edit the invoice.
Add Credit Note
As long as there is a balance outstanding on the invoice you can add one or more credit notes for the invoice. You can only add credit notes from invoices that are Awaiting Payment.
Turn invoice reminders off or on
Share a private online link to your awaiting payment or paid invoice with your customer. When they click the link, the invoice opens in their browser. If you've added a payment service, your customer can pay you directly from the invoice. They won't be able to see any other Xero information for your organisation.
Payments & credit notes
Show history and add a note
Expected payment date to the invoice