Add or move payment terms, remove payment advice cut-away from sales invoices

Use invoice branding to add payment terms to sales invoices, move them to the last page of the invoice, or remove the payment advice cut-away.

Read the rules for using custom (DOCX) templates for invoice branding before you customize your DOCX template.

Add payment terms to a standard theme

Add payment terms to display on the invoices and statements you print or email.

  1. In the Settings menu, select General Settings.
  2. Under Features, click Invoice Settings.
  3. Next to the standard theme you want to update, click Options then select Edit.

    Image showing the Options menu and Edit option in the Getting Started wizard.

  4. Enter your message in the Terms & Payment Advice box. You can enter up to 1000 characters and up to 6 line breaks.

    Image showing the terms and payment advice section

  5. Click Save.

Add payment terms to a custom theme

You can show payment terms on invoices or statements you print or email using a custom (DOCX) branding theme.

  1. Click Settings, then select General Settings.
  2. Under Features, click Invoice Settings.
  3. Find the theme you want to change and click Download.
  4. Use Microsoft Word (or equivalent) to open the template you want to change from the ZIP file.
  5. Add your payment terms.

    Image showing payment terms text in docx.

  6. Save the file to your computer.
  7. In Xero on the Invoice Settings screen, click Upload to upload your edited file and update the custom template.

Move payment advice to last page

There are two ways to move the payment advice to the last page of your invoice:

  • Download a custom (DOCX) invoice template with the payment advice already moved to the last page.
  • Move the payment advice to the last page from an invoice you've already customized.

Download a custom invoice template with the payment advice on the last page

Download our custom (DOCX) invoice template with tax inclusive line items. Moving the payment advice this way may suit you if you haven't yet customized your invoice template.

Custom invoice template with payment advice on last page (Word, 23KB)

Move payment advice to the last page from a customized invoice

  1. Click Settings, then select General Settings.
  2. Under Features, click Invoice Settings.
  3. Find the theme you want to change and click Download.
  4. Use Microsoft Word (or equivalent) to open the template you want to change from the ZIP file.
  5. Click inside the footer. Highlight the entire footer contents (CTRL+A) and copy (CTRL+C).

    Image showing DOCX footer highlighted.

  6. Delete the table and contents from footer.
  7. Create a text box in the body of your template (not the footer section). Go to Insert > Text Box > Simple Text Box.
  8. Paste the footer contents into the text box.
  9. Increase the size of the text box to cover the same size area as the footer contents.
  10. Click on the text box border. Right click, select Format Text Box..., then under Line Color, select No Color.
  11. With your cursor in the text box, go to Page Layout > Position > Position in Bottom Center.
  12. With your cursor in the text box, go to Page Layout > Text Wrapping > Top and Bottom.
  13. Enter a return (a blank line space) after the invoice details but before the payment advice.
  14. (Optional) Remove fields codes you're not using. For example, «PaymentImage» and «PaymentMessageAndUrl»
  15. Save the file to your computer.
  16. In Xero on the Invoice Settings screen, click Upload to upload your edited file and update the custom template.

Remove payment advice cut-away from a standard theme

You can remove the payment advice cut-away from sales invoices and statements using a standard branding theme. This doesn't hide the default payment advice cut-away on credit notes.

  1. In the Settings menu, select General Settings.
  2. Under Features, click Invoice Settings.
  3. Next to the standard theme you want to update, click Options then select Edit.

    Image showing the Options menu and Edit option in the Getting Started wizard.

  4. Uncheck Show payment advice cut-away.

    Image showing show payment advice cut-away field unchecked.

  5. Click Save.

Remove payment advice cut-away from a custom theme

You can remove the payment advice cut-away from invoices, statements or credit notes using a custom (DOCX) branding theme.

  1. Click Settings, then select General Settings.
  2. Under Features, click Invoice Settings.
  3. Find the theme you want to change and click Download.
  4. Use Microsoft Word (or equivalent) to open the template you want to change from the ZIP file.
  5. Either:
    • Delete the text and remove the dotted lines from the top row of the table.
    • Image showing top cell of footer template highlighted and border set to none.

    • While your cursor is in the footer table, go to Design > Footer and select Blank.

  6. Save the file to your computer.
  7. In Xero on the Invoice Settings screen, click Upload to upload your edited file and update the custom template.