View information that's on a PDF invoice, credit note, prepayment or purchase order
Learn what information displays on a contact's PDF invoice, credit note, prepayment or purchase order created in Xero.
There are certain elements shown on PDFs by default and the examples below are based on the standard invoice setting. So what you see on your invoices or statements might be different depending on how you've edited invoice settings.
Draft invoices, credit notes and purchase orders
If you print an invoice, credit note or purchase order that hasn't been approved (i.e. one that has the status Draft or Awaiting Approval), the title of the invoice or purchase order will contain 'DRAFT' (or whatever title you've chosen for draft invoices and purchase orders for your branding theme) or in the case of credit notes will have a draft 'watermark' on it.
Your contact's details
The name of the contact and their address is displayed on the PDF. You can edit or complete the contact's address directly from the item you're sending, or from their Contact details.
Be aware that invoices, statements, credit notes and purchase orders display the town, city state, region postal code and country in caps. This is according to your country's postal standards. You can change this to title case by using a DOCX template and changing the default address fields.
Change default address fields
The contact’s address is not mandatory in Xero so you can print and send PDFs without one but you should include an address on all tax invoices.
If you choose to enter a Tax ID number for your contact as part of their contact details this will also display with the address on the PDF.
Your invoice title, logo, address & numbering or reference details
As relevant, the following information about your organization or the invoice, credit note, statement or purchase order will display. If you haven't provided some of these details in Xero (or you've removed some of the template fields in your DOCX branding theme) the PDF will be blank where they'd normally display. Some things don't display on all items depending on what you're printing.
- Xero uses default titles for invoices, credit notes, statements and purchase orders, but you can customize these to your own titles.
- Logo - the logo you have uploaded for your theme on the Branding themes screen.
- Date, invoice/credit note numbers, references - displayed as on invoice, credit note or statement if you used a standard branding theme, or if your customized DOCX theme includes the relevant template fields.
- Your organization's name & address - the name and address you provided to display if you used a standard branding theme, or if your customized DOCX theme includes the relevant template fields.
- Sales tax number - the name of your tax number and the number you've provided on the Financial Settings screen
- Your company's registered address (displays as a footer on each PDF) - the postal address you provided on the Organization Settings screen
If you update your organization or branding theme, these changes will flow through to all PDFs that use this information.
Items, amounts & descriptions
The items on the invoice, credit note, statement or purchase order will be displayed on the PDF.
You can use branding themes to choose if fields, column headings and columns themselves display on the PDF and whether amounts displayed are tax inclusive or exclusive (regardless of how you entered and view the invoice on screen).
Any part payments or credit notes applied to invoices will be listed on a statement or shown in an invoice total. The following example is from a customer statement using the standard branding theme.
If the invoice has a partial payment made or an amount credited, this will also display in the total.
Similarly if a credit note has been fully or partially allocated to an invoice, the amount allocated will show in the credit subtotal.
If the invoice, credit note or purchase order has a particularly long description or many line items, these will just take up the room they need on the PDF that gets sent to your contact and will push the totals and payment advice down the page or onto a new page. You can enter as much as you like into the description when you're entering your invoice, credit note or purchase order.
On your invoice, credit note or purchase order in Xero you will see the Tax Rate Display name as well as the Tax Components.
The PDF to your customer will only display the Tax Components.
A standard printed invoice will show the full name of each tax rate.
Terms & due date
PDF invoices display the invoice due date and the message that you have specified as your 'Terms & Payment Advice' for the branding theme. If you have not entered any terms, the invoice will be blank where this normally displays. No terms display on a credit note, but a standard credit advice message does if you're using a customized standard theme.
If you update or remove the 'Terms & Payment Advice' in a Branding theme the changes will flow through to invoices that use that theme.
Online payment option
If you have entered your PayPal account email address into a Branding theme, a link to pay online using PayPal will be displayed on your Awaiting Payment invoices. Customers who receive your PDF invoices can click on the link to go directly to PayPal to pay the invoice - whether they need to log into PayPal or pay directly using a credit card depends on how your PayPal account has been set up.
Payment or Credit advice
Details as relevant from the invoice, credit note or statement are printed on the bottom of the PDF.
Even if you choose to hide the payment advice cut-away on a theme, Xero will insert the following message on the tear-off credit advice portion of credit notes for customized standard themes: "Please do not pay on this advice. Deduct the amount of this Credit Note from your next payment to us."
There is more information on invoices, credit notes and purchase orders in Xero than will appear on the PDF versions. Similarly there is standard information (like your company details and logo) that will appear on PDF items that doesn't display when viewing invoices, credit notes, statements and purchase orders in Xero.
Details entered on the invoice, credit note or purchase order for account(s) and tracking option(s) are for your use only for accounting and reporting purposes and will not display on the customer's PDF copy. The inventory item code will display on the PDF invoices, credit notes or purchase orders if you apply a DOCX branding theme (and you've kept the default field for inventory item code in the theme template). Any blank lines on the invoice, credit note or purchase order are removed at the time the item is saved or approved and will not display on the PDF.
Depending on your invoice settings, things you see on screen for an invoice like quantity, unit price, discount, tax rate or column headings might not show on the PDF either.