Approve and send a customer invoice

1. In the Business menu, select Invoices.
2. Find and open the invoice you want to approve.
3. If the invoice opens in classic invoicing, click Switch to new invoicing at the bottom of the invoice.
4. Click Approve & email, or click the arrow next to Approve & email and select:
   • Approve to only approve the invoice. You can go back to the invoice at a later date to send or print it.
   • Approve & add another to approve the invoice and open a new draft invoice.
   • Approve & view next to approve the invoice and open the next invoice awaiting approval in your list.
   • Approve & get link to approve the invoice and copy a link of the online invoice to send outside of Xero.
   • Approve & print PDF to approve the invoice and create a PDF copy of the invoice to print.
5. If your customer has remaining credit, click:
   • Apply credit to allocate it to the invoice, enter the credit amount you want to apply, then click Apply
   • Skip for now to use the credit another time
6. If you chose to send the invoice, update the information in the Send invoice window, then click Send.

Alternatively, to send or print a draft invoice without approving it, click the menu icon , then select Email or Print PDF.

A summary of the invoice details is included in the invoice body. You can disable this by clearing the Include action to online invoice and detail summary checkbox in the invoice template in your email settings.

Approve an invoice

1. In the Business menu, select Invoices.
2. Find and open the invoice you want to approve.
3. If the invoice opens in new invoicing, click Switch to classic invoicing at the bottom of the invoice.
4. Click Approve, or click the arrow next to Approve and select:
   • Approve & add another to approve the invoice and open a new draft invoice
   • Approve & view next to approve the invoice and open the next invoice awaiting approval in your list
   • Approve & print to approve the invoice and create a PDF copy of the invoice to print
5. If your customer has remaining credit, click:
   • Allocate to apply it to the invoice, enter the credit amount you want to allocate, then click Allocate Credit
   • Skip to use the credit another time

Email an invoice

1. In the Business menu, select Invoices.

2. Find and open the invoice you want to email.

3. Click Email.

4. Update the information in the Send Invoice window.

   If you’re sending the invoice to multiple email addresses, separate each address with a comma or semicolon.

5. Click Send.

Approve an invoice

1. Tap Sales, then find and open the invoice.

2. If the status of the invoice is:

   • Draft – tap Options, then tap Approve

   • Awaiting Approval – tap Approve at the bottom of the screen

Email an invoice

When you send an invoice that’s in draft or awaiting approval status, Xero marks it as approved.

1. Tap Sales, then find and open the invoice.
2. Tap Email.
3. Enter or edit your customer’s email address if required and make any changes to the email template.
4. (Optional) Choose to send yourself a copy of the email.
5. If you’ve added file attachments to the invoice, select any files you want to include as attachments on the email.
6. Tap Send.

Share an invoice via SMS or another mobile app

On the Xero Accounting app for iOS, you can share a link to an invoice via SMS or another mobile app accessible on your device, such as Facebook Messenger or WhatsApp.

When you share an invoice that’s in draft or awaiting approval status, Xero marks it as approved.

1. Tap Sales, then find and open the invoice.

2. Tap Options, then tap Share. 

3. Select the mobile app that you want to share the invoice link to.

Approve an invoice

1. Tap Sales, then find and open the invoice.
2. Tap Save, then select Approve.

Send an invoice

Sending an invoice will also mark it as approved.

1. Tap Sales, then find and open the invoice.

2. Tap Save, then select Send.

3. Enter or edit your customer’s email address if required.

4. To send yourself a copy of the email, select Send me a copy.

5. If you’ve added file attachments to the invoice, select any files you want to include as attachments on the email. 

6. Tap the send icon .

Share an invoice via SMS or another mobile app

On the Xero Accounting app for Android, you can share a link to an invoice via SMS or another mobile app accessible on your device, such as Facebook Messenger or WhatsApp.

When you share an invoice that’s in draft or awaiting approval status, Xero marks it as approved.

1. Tap Sales, then find and open the invoice.

2. Tap the menu icon , then tap Share.

3. Select the mobile app that you want to share the invoice link to.