Xero User News - Sharing Invoices via Mobile Apps

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Did you know that you can send your customers invoices and credit notes via text, WhatsApp, and social media channels?

Xero has now enabled you to share invoices by creating an 'online invoice or credit note' which creates a special link that can be pasted into a text message or social media message, allowing your customer to access it online and view changes made in real-time.

To do this you will need to follow the easy steps below. You can share the link to an invoice with your customer using either Xero’s new or classic invoicing.  To check which one you’re using, look for the link at the bottom of the invoice screen.  If it says, ‘Switch to new invoicing’, you’re on the classic invoicing screen.  If it says, ‘Switch to classic invoicing’, you’re on the new invoicing screen.

Web Version - New invoicing

Tip Copying an online invoice link in new invoicing automatically approves invoices in ‘Draft’ or ‘Awaiting approval’ status.

In the Business menu, select ‘Invoices’. Find and open the invoice you want to share. If the invoice is: ‘Draft’ or ‘Awaiting approval’ status, click the ‘Approve & email’ arrow and select ‘Approve’ and ‘Get link’.

‘Awaiting payment’ or ‘Paid status’, click the three dots menu icon and select ‘Get link’. 

Click Copy to copy the invoice link. 

Paste the link into an email for your customer or into your web browser.  If you use the link to view the invoice yourself, the invoice will be marked as ‘Viewed’.  

From ‘Settings’, you can edit your email template to include the [Online Invoice Link] placeholder if you’d like to include the link for invoices you send.

Classic invoicing

In the ‘Business’ menu, select ‘Invoices’. Find and open the invoice you want to share. If the invoice is: ‘Draft’ or ‘Awaiting approval’ status, click ‘Email’. Check that you’ve inserted the online invoice link, then click ‘Send’.

For invoices in ‘Awaiting payment’ or ‘Paid’ status, click ‘Invoice Options’ and select ‘Share Invoice’. 

Click ‘Copy’ to copy the link or click the link to take you to the online invoice. If you use the link to view the invoice yourself, the invoice will be marked as Viewed.

Edit your email template to include the [Online Invoice Link] placeholder if you’d like to include the link for invoices you send going forward.

Credit notes can be shared by following the same process.

Details on an online invoice or credit note

If your invoice or credit note is set up with an advanced invoice template, it will open in a new browser tab and display in an online PDF viewer. Invoices set up with a standard invoice template will open directly in the new browser tab.  Customers can download the online invoice or credit note as a PDF or CSV file.  Alternatively, if your customer has a Xero organisation, they can log in and save the invoice as a draft bill in their own Xero organisation.

From an IOS & Android Device

How to share an invoice with your customer using any messaging or email app you have on your mobile device:

From the Dashboard, tap ‘+’ to create an invoice, or tap ‘Sales’ to open an existing invoice. Tap ‘Options’, then tap ‘Share’. Select either a messaging or email app to create a new message with the online invoice URL in the message body. If you choose iMessage, messaging app or an email app, the primary contact’s mobile phone number or email address will automatically populate if saved in Xero.  When using the iOS Mail app, the contents of the default email set up for sales invoices will be copied into the email body.

How to share an online credit note:

In the ‘Business’ menu, select ‘Invoices’.  Find and open the credit note you want to share. If the credit note is ‘Draft’ or ‘Awaiting approval’ status, click ‘Email’. Check that you’ve inserted the online invoice link, then click ‘Send’.

‘Awaiting payment’ or ‘Paid’ status, click ‘View online invoice’ to open the online credit note. Then, copy the link from your browser and paste it into an email to your customer. Edit your email template to include the [Online Invoice Link] placeholder if you’d like to include the link for invoices you send.

Warning

Anyone with the link to an online invoice or credit note can view the transaction. Treat the link with the same care as the invoice or credit note itself – make sure you store it securely and only share it with your customer.