Xero as a teaching resource - applying for a special free billing account

As an exception to using the demo company or a trial organization, you can apply to be part of our pilot scheme. For this, we would let you use Xero on a special free billing account allowing a longer assignment period and unlimited transactions for students. Use this page to learn about this option, how to apply, and if approved - how to get yourself and your class set up and started.

Approval isn't automatic - we allow a limited number of pilot schemes each year.


Ideal for student assignments that:

  • take longer than 28 days, but (usually) less than 90 days
  • require your students to experience setting up a business and entering data from scratch
  • require your students to enter and reconcile unlimited transactions

Application and set up process

Use this process to work out how you're going to use Xero. This will determine how you set yourself (and your students) up.

  1. Sign up for a free Xero account
  2. Apply for a special billing account

If we approve the special billing account:

  1. Set up each student as an organization
  2. Students set up company
  3. Cancel each student's subscription

How to apply for your special free billing account

To be considered for a special free billing account, you'll need to:

  1. Sign up for a free Xero account.
  2. Email training@xero.com to apply for this option.

    You'll need to send us these details:

    • Your name and email address.
    • The course name.
    • Number of students taking part.
    • Required length of access including start date and end of assignment/marking dates.
    • Reasons you would like to use Xero.
    • Confirmation that you will cancel the subscriptions before the approved period is up.

If we approve request, set up students as organizations

If we approve your request for a special free billing account, the next step is to set up each student as an organization in Xero

You'll need to:

  • use the email address you signed up with
  • have a list of all your students' email addresses
  • have a valid debit or credit card, or bank account ready to set up the billing account
  • make a note in your diary to cancel all subscriptions before 180 days are up
We won't charge you but you'll need to set up a billing account first and cancel the subscriptions before 180 days are up.

Follow these steps to add each student:

  1. Log in to Xero.
  2. From the header, click the list icon Image showing the list icon, then select My Xero.
  3. Click Add an organization.
  4. Add your student's name as the name of the organization and select Purchase Now.
  5. Select the Business Plans tab and select a plan. Select Continue.
  6. On the Purchase Xero screen:
    • for your 1st student, create a new billing account. Enter your debit or credit card, details, remembering that we need these for the billing account, but we won't charge you. Select Continue
    • for the 2nd and subsequent students you enter, select Add to billing account.
  7. Select Confirm.
  8. From the header, click the list icon Image showing the list icon, then select My Xero.
  9. Click on your student's name.
  10. In the Setup Guide select Next or No, skip this step until you reach Invite Users. Here, you enter your student's name and email address, select the Advisor user role then Continue.
  11. Write your email invitation, then Send Invite. Each student will receive an email invite, with a link to access their organization. They'll need to check their spam folder if they don’t receive the email within a minute or so.
  12. Select Save and Quit.

Repeat the steps for each of your students.