Set up due dates (payment terms) for bills, sales invoices, quotes and contacts

Set up default due dates for bills and sales invoices for your organisation, a default expiry date for quotes, or custom due dates for individual contacts.

About default and custom due dates and expiry dates

  • Setting up default due dates or a default expiry date saves you having to enter them when you add bills, sales invoices and quotes.
  • You can override a default due date in the bill or sales invoice or override the default expiry date in a quote.
  • If you've entered default due dates for both organisation and contact, Xero enters the contact due date in the sales invoice or bill.

Set up default due dates for bills or sales invoices

Follow these steps to set up default due dates for your organisation. Xero enters these dates each time you add a bill or sales invoice, as long as the contact doesn't have custom due dates set up in their contact record.

  1. Go to Settings, select General Settings, then select Invoice Settings.
  2. Click Default Settings.

    Image showing the Options... button on the Invoice Settings screen.

  3. Under Bills Default Due Date (Optional) or Sales Invoices Default Due Date (Optional), enter a number and select an option from the drop-down.

    Entering information into the due date fields

    Image of the Default Settings window and the Sales Invoices default due date.

  4. Save.

Set up a default expiry date for quotes

Follow these steps to set up a default quote expiry date for your organisation. Xero enters this expiry date each time you add a quote. You can override the default expiry date on the quote.

  1. Go to Settings, select General Settings, then select Invoice Settings.
  2. Click Default Settings.

    Image showing Default Settings button.

  3. Under Quote Expiry Date, enter a number and select the option from the drop-down.

    Entering information into the due date fields

    Image showing quote expiry option selected.

  4. Click Save.

Set up custom due dates for an individual contact

Follow these steps to set up custom due dates so they appear each time you enter a bill or sales invoice for an individual contact.

  1. Go to Contacts, then select All Contacts.
  2. Search for your contact.
  3. Click on your contact's name to open it.
  4. Click Edit.
  5. Under Financial Details, in the Bills Due Date or Invoices Due Date field, enter a number and select an option from the drop-down.

    Entering information into the due date fields

    Image of the Contacts screen and the Invoice Settings section.

  6. Save.

Entering information into the due date fields

Enter a number and select an option from the drop-down.

Enter up to 2 numbers if you select any of the following:

  • 'of the following month'
  • 'day(s) after the end of the Bill month'
  • 'day(s) after the end of the Invoice month'
  • 'day(s) after the end of the Quote month'
  • 'of the current month'
If you select day(s) after the end of the Bill month or day(s) after the end of the Invoice month or day(s) after the end of the Quote month, you can enter 0 in the Due field to set the due date to the end of the bill's, invoice’s or quote's month.

Enter up to 3 numbers if you select any of the following:

  • 'day(s) after the Invoice date'
  • 'day(s) after the Bill date'
  • 'day(s) after the Quote date'
You can enter 0 in the Due field to set the due date to the date of the invoice, bill or quote.