Here are some general tips to help you get around Xero as quickly and as easily as possible.
Quick Xero login
To speed up logging into Xero by only having to enter a password, replace the upper case characters with your Xero login address, then save as a browser or desktop bookmark.
View multiple pages
You can view multiple pages in your Xero organisation at the same time by using tabs:
Do not use tabs to view multiple Xero organisations.
View multiple organisations
If you need to view multiple Xero organisations at the same time, open each organisation in a different browser. For example, log in to your first organisation in Chrome and your second organisation in Safari.
If you don't use separate browsers, your changes may be saved in the wrong organisation. Different browsers ensures that each organisation has its own separate data session.
Favourite reports or General Settings screens
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.
When reconciling your bank account, if an amount is slightly under or overpaid, you can make a minor adjustment so the amounts match.
Unreconcile & fix items reconciled incorrectly
Reconcile multiple items
Bank reconciliation is not just matching one line item from your bank statement to one transaction entered into Xero. You can match the following:
Pay to an account that's not a bank 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.
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 report, 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 scroll down to the activity tab. You can also see this information 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.
You can export any Xero report to Google Sheets.
If you use Gmail, you can set up your account to access Google Sheets (Google's document viewer). You can then export the report to Google Sheets and edit, save or share it. You’re prompted to log into Gmail (if you're not already) and you’re prompted to confirm that Xero is a 'trusted' site each time you start a Google Sheets session.
If you invite other people to view your Google documents in Google Sheets (read-only access), they don't need a Google account.
When you authenticate your connection to Google Drive and export to Google Sheets, a connection is made to your Xero account. You can break the connection at any time.
Google Help (Google website)
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.
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 report). 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.
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.