Create a custom receipt template

ⓘ This article is for small businesses who use Xero 

How it works

• Create a customized receipt using our advanced invoice template or edit an existing invoice template so that it's dual purpose.

• An advanced invoice template lets you change how your receipt is displayed. You can also add extra customer details and change the font.

• Once an invoice is marked as fully paid, you can print it as a receipt using your custom receipt template.

• You can only print or send a receipt with an advanced invoice template from the Paid invoices tab.

• You need the standard or advisor user role to work with invoice templates.

• Custom templates use the .docx file format. You need Microsoft Word 2007 or later to edit your templates.

If you're using a standard invoice template, acknowledge a customer's payment by sending a receipt, a customer statement or a copy of the paid invoice after you've applied a payment.

Create an advanced invoice template for receipts

To create an advanced invoice template specifically for customized receipts:

1. Click the organization name, then select Settings.

2. Click Invoice settings.

3. Click the arrow next to New Branding Theme, then select Custom .docx.

4. Enter a name for your theme, e.g. 'Receipt branding theme', then click OK.

5. Download our dual-purpose receipt template (DOCX, 27KB), then open it in Microsoft Word.

6. Right-click the 0.00 below the currency conversion table and select Toggle Field Codes.

   

7. Change the default 'Payment Received - Thank You' message to a custom message if you want to.

   

8. Make any other changes to your template as needed.

9. Save the template file to your device.

Use an existing invoice template to create customized receipts

If you've already set up an advanced invoice template, you can edit this, then copy across the receipt merge fields from our ready to use receipt template:

1. Download our dual-purpose receipt template (DOCX, 27KB), then open it in Microsoft Word.

2. In Xero, click the organization name, then select Settings.

3. Click Invoice settings.

4. Next to your existing advanced invoice template, click Download, then open the invoice template in Microsoft Word.

5. On the receipt template, highlight the 0.00 at the top of the page and copy it.

   

6. On your advanced invoice template, highlight the «InvoiceTitle» field and paste the 0.00.

7. Right-click and select Toggle Field Codes. Check the formula looks like this:

   

8. Go back to the receipt template, highlight the 0.00 under the currency conversion table and copy it.

9. On your advanced invoice template, paste the 0.00 anywhere on the template where you want to show your thank you message.

10. Right-click and select Toggle Field Codes. Check the formula looks like this:

    

11. If you want to, change the default Payment Received - Thank You message to a customized one.

12. Save the template file to your computer.

Upload your new receipt template to your invoice template

Once you've created a customized receipt template, you need to upload it into Xero:

1. In Xero, click the organization name, then select Invoice settings.

2. Next to the template you want to update, click Upload.

3. Under Invoice, click Browse.

4. Select your customized receipt template.

5. Click Upload.

Now you can apply the invoice template to a paid invoice. When you print the invoice, it’ll appear as a receipt with your custom ‘thank you’ message.

Click here for more info!

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