Assign or unassign an invoice line item to a project

When you create an invoice in Xero, you can choose to assign or unassign line items to a project. This will update the Invoiced total for the project, and add an entry on the project's Invoices tab. You can't currently do this with repeating invoices.

You can only activate Xero Projects through your accountant or bookkeeper. If you need an advisor, see our Xero advisor directory (xero.com).

About assigning invoice line items to a project

  • Make sure the project you want to assign an invoice line item to is already created. You can't assign invoice line items to a project you haven't created.
  • If you create an invoice from a project, it automatically assigns the line items to that project. However, if you edit that invoice and add additional line items, you’ll have to manually assign them to the desired project.
  • You can reassign an invoice line item from one project to another. However, if the line item is associated with a task or expense, assigning it to a different project will uninvoice the associated time entry or expense on the original project. When the line item is created on the new project it will appear as a project amount invoice and won’t be associated with a time entry or expense.

Assign an invoice line item to a project

  1. Create or open your invoice.

  2. (Optional) Add new line items to the invoice.

  3. Click Invoice Options, then Edit.

  4. Click Assign item to a project.

    Image showing assign an invoice to a project link.

  5. Find the line item you want to assign to a project.

  6. Click Assign to..., start typing a project or contact name, then select it from the dropdown menu.

    Image showing typing a project name to get it to appear on the dropdown list.

  7. Click Okay, then Update.

  8. Click Save or Approve.

The invoice is saved automatically. The invoice reference will show in the Invoices section of the related project, and the sum of the line items assigned to the project show in the project's Invoiced amount.

Reassign an invoice line item to a different project

  1. Open your invoice.

  2. Click Invoice Options, then Edit.

  3. Click Assign line item to a project.

  4. Click the project name on the line item you want to reassign.

    Image showing selecting a project that has been assigned to a project.

  5. Select a new project to assign it to.

    Image showing reassigning a project.

  6. Click Okay, then Update.

  7. Click Save or Approve.

Unassign an invoice line item to a project

  1. Find and open your invoice.

  2. Click Invoice Options, then select Edit.

  3. Click Assign item to a project.

  4. On the line item you want to unassign from a project, click the X next to the project name.

    Image showing unselecting a project from a line item

  5. Click Okay, then Update.

  6. Click Save or Approve.

The invoice is saved automatically. If the item you edited is the only one assigned to the project, the entire invoice is removed from the project's Invoices section. If there are other items assigned to the project, the total invoice amount is updated in the Invoices section of the project.

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