Add a branding theme

Add a standard or DOCX branding theme to have a choice of themes to apply to sales invoices, credit notes, statements, quotes and purchase orders. You can also add a standard branding theme to apply to receipts and remittance advices.

You might set up multiple themes to use in different situations. If you run more than one business under the same company structure, you can use different themes for each business.

How to add a standard theme

There is no limit to the number of standard branding themes you can add. You can add a new theme from scratch or copy an existing theme.

Follow these steps to add a standard theme:

  1. Go to Settings > General Settings > Invoice Settings.

  2. Either:

    • select New Branding Theme > Standard to add a new theme from scratch, or

    • Image showing Invoice Branding screen and New Branding Theme button.

    • find the standard theme you want to copy, and select Options > Copy.

      Image showing Copy from Branding Theme Options.

  3. Name your theme.

  4. Edit specific components of your theme

  5. To see how your branding theme will look to your customer, click Options and select Preview. You can see both desktop and mobile views of your theme.

Be aware that documents using a standard theme display the town, state and country in caps. This is according to your country's postal standards. You can change this to title case for sales invoices, statements, credit notes, quotes and purchase orders by adding a DOCX theme, then customizing the default address fields.

Add DOCX theme

Change capitalized address lines to title case

How to add a DOCX theme

After you've set up your organization in Xero, you can add up to 15 customized DOCX branding themes to apply to sales invoices, credit notes, statements, quotes or purchase orders. DOCX does not support previewing.

Read rules and recommendations for using DOCX templates before you add a DOCX template.

Follow these steps to add a DOCX branding theme:

  1. Go to Settings > General Settings > Invoice Settings.

  2. Select New Branding Theme > Custom .docx.

    Image showing Invoice Branding screen and New Branding Theme button.

  3. Name your theme and select OK.

    Image showing the New Branding Theme title popup window for docx templates.

  4. Locate your new theme at the bottom of the Invoice Settings page. Use the Download button to download the ZIP file. This contains a template for an invoice, credit note, statement, purchase order and quote.

    Image showing download button highlighted

  5. Open or save the file to your computer.

  6. Unzip the file (if your computer doesn't do this for you automatically) so you can see the 5 template files: CreditNote.docx, Invoice.docx, PurchaseOrder.docx, Quote.docx and Statement.docx.

  7. Open the template file you want to customize. You'll see it's formatted like any other Xero sales invoice, credit note, statement or purchase order, but that it's made up of tables containing fields that correspond with data fields in Xero. (You'll be familiar with these fields and this type of concept if you've used mail merge features in MS Word 2007 or 2010.) Xero uses the fields in the template to pull corresponding field data from Xero.

  8. Customize your theme. You can:
  9. Save your template to your computer as a DOCX. For example, you might name your file 'Invoice.docx'.

  10. Upload your template to Xero using the Upload button.

    Image showing upload button highlighted

  11. Then select the Browse button that corresponds with the template you want to upload.

    Image showing uplode templates pop-up

  12. Locate and select the DOCX template you saved to your computer.

    Image showing selecting the file to upload.

  13. The name of the file you're uploading will appear next to the Browse button. Click the Upload button to finish the process, or Cancel to cancel the upload.

    Image showing upload templates pop-up

  14. Repeat the process for each of the templates you want to customize for this theme.