View information that's on a PDF invoice, credit note, prepayment or purchase order
Learn what information shows on a contact's PDF invoice, credit note, prepayment or purchase order created in Xero.
What's shown on your PDFs
Certain information shows on your PDF invoices, credit notes, prepayments and purchase orders by default. The examples below are based on your standard invoice settings. You might see something different if you've edited your settings.
Draft invoices, credit notes and purchase orders
If you print an invoice, credit note or purchase order that hasn't been approved (i.e. one that has the status Draft or Awaiting Approval), the title of the invoice or purchase order will contain 'DRAFT' (or whatever title you've chosen for draft invoices and purchase orders for your branding theme) or in the case of credit notes will have a draft 'watermark' on it.
Your contact's details
The name of the contact and their address is shown on the PDF. You can edit or complete the contact's address directly from the item you're sending, or from their contact details.
The contact’s address is not mandatory in Xero so you can print and send PDFs without one but you should include an address on all tax invoices.
If you enter a GST number as part of the contact's details, it also shows on the PDF with the address.
Your invoice title, logo, address & numbering or reference details
As relevant, the following information about your organisation or the invoice, credit note, statement or purchase order will display. If you haven't provided some of these details in Xero (or you've removed some of the template fields in your DOCX branding theme) the PDF will be blank where they'd normally display. Some things don't display on all items depending on what you're printing.
- Xero uses default titles for invoices, credit notes, statements and purchase orders, but you can customise these to your own titles.
- Logo - the logo you have uploaded for your theme on the Branding themes screen.
- Date, invoice/credit note numbers, references - displayed as on invoice, credit note or statement if you used a standard branding theme, or if your customised DOCX theme includes the relevant template fields.
- Your organisation's name & address - the name and address you provided to display if you used a standard branding theme, or if your customised DOCX theme includes the relevant template fields.
- GST Number - the number you've provided on the Financial Settings screen
- Your company's registered address and NZBN (displays as a footer on each PDF) - the NZBN and postal address you provided on the Organisation Settings screen
If you update your organisation or branding theme, these changes will flow through to all PDFs that use this information.
Items, amounts & descriptions
The items on the invoice, credit note, statement or purchase order will be displayed on the PDF.
Any part payments or credit notes applied to invoices will be listed on a statement or shown in an invoice total. The following example is from a customer statement using the standard branding theme.
If the invoice has a partial payment made or an amount credited, this will also display in the total.
Similarly if a credit note has been fully or partially allocated to an invoice, the amount allocated shows in the credit subtotal.
If the invoice, credit note or purchase order has a particularly long description or many line items, these will just take up the room they need on the PDF that gets sent to your contact and will push the totals and payment advice down the page or onto a new page. You can enter as much as you like into the description when you're entering your invoice, credit note or purchase order.
A standard printed invoice shows the full name of each tax rate.
Terms & due date
PDF invoices display the invoice due date and the message that you have specified as your 'Terms & Payment Advice' for the branding theme. If you have not entered any terms, the invoice will be blank where this normally displays. No terms display on a credit note, but a standard credit advice message does if you're using a customised standard theme.
If you update or remove the 'Terms & Payment Advice' in a Branding theme the changes will flow through to invoices that use that theme.
Online payment option
If you have entered your PayPal account email address into a Branding theme, a link to pay online using PayPal will be displayed on your Awaiting Payment invoices. Customers who receive your PDF invoices can click on the link to go directly to PayPal to pay the invoice - whether they need to log into PayPal or pay directly using a credit card depends on how your PayPal account has been set up.
Payment or Credit advice
Details as relevant from the invoice, credit note or statement are printed on the bottom of the PDF.
Even if you hide the payment advice cut-away on a theme, Xero inserts the following message on the tear-off credit advice portion of credit notes for customised standard themes: "Please do not pay on this advice. Deduct the amount of this Credit Note from your next payment to us."
What's not displayed on the PDF
There's more information on invoices, credit notes and purchase orders in Xero than shows on the PDF versions. There's also standard information (like your company details and logo) that show on PDF items but not when viewing the transaction in Xero.
Any account and tracking option details entered on the invoice, credit note or purchase order for are for your use only. They don't show on the customer's PDF copy. The inventory item code shows on PDF invoices, credit notes or purchase orders if you apply a DOCX branding theme (and you've kept the default field for inventory item code in the theme template). Any blank lines are removed when the invoice, credit note or purchase order is saved or approved.
Depending on your invoice settings, things you see on screen for an invoice like quantity, unit price, discount, tax rate or column headings might not show on the PDF either.