Xero Invoicing Troubleshooting: Common Issues and Solutions

Xero, a popular cloud-based accounting software, streamlines businesses’ financial processes. However, like any software, it can encounter issues related to invoicing. In this article, we’ll explore common Xero Invoicing problems and provide solutions to enhance your invoicing experience.

  1. Printed PDF Isn’t Showing the Latest Changes

When you create PDF copies of invoices, quotes, credit notes, purchase orders, or statements, you might notice that the printed PDF doesn’t reflect recent updates. Here’s how to address this issue:

  • Solution: Clear your browser cache or try a different browser. Sometimes, cached data can cause discrepancies between the displayed content and the actual data in Xero.
  1. Poor Logo Resolution on Printed PDFs

Your company logo adds a professional touch to invoices. However, if the logo appears pixelated or low-quality on printed PDFs, follow these steps:

  • Solution:
    • Check Logo Resolution: Ensure that your logo image has sufficient resolution (at least 300 DPI) for printing.
    • Upload a High-Quality Logo: Replace the existing logo with a higher-resolution version in Xero settings.
  1. Payment Advice Overlaps Invoice Details

When payment advice overlaps critical invoice information, it can confuse clients. Here’s how to fix it:

  • Solution:
    • Adjust Template Layout: Customize your invoice template to ensure that payment advice doesn’t overlap with other details.
    • Preview Before Sending: Always preview invoices before sending them to clients to verify the layout.
  1. Importing and Exporting Issues

You might encounter errors if you’re importing or exporting invoices between Xero and other systems. Here are some common scenarios and their solutions:

  • Export Error from Practice Manager to Xero:
    • Solution: Check job number allocation and ensure that the invoice is correctly linked to the job.
  • Invoices Not Importing into Practice Manager:
    • Solution: Verify that the invoices meet the required format and mapping criteria.
  • Invoices from Another System Not Importing into Practice Manager:
    • Solution: Review the file format and ensure compatibility with Xero.
  1. Missing Pay Now Button on Online Invoices

If your customer’s online invoice lacks the “Pay now” button, follow these steps:

  • Solution:
    • Check Payment Service Integration: Ensure that your payment gateways (e.g., PayPal, Stripe) is correctly integrated with Xero.
    • Review Invoice Settings: Confirm that the invoice is set up for online payments.


Xero offers comprehensive invoicing capabilities, although occasional issues might arise. To optimize your invoicing approach and keep your financial dealings professional, follow these troubleshooting guidelines. Mastering Xero includes familiarizing yourself with such problem-solving techniques. For more tailored issues with your Xero configuration, you might find SaasAnt Transactions extremely useful. This tool enhances your efficiency by enabling bulk import, export, and deletion of transactions from Excel, CSV, and text files into Xero, making it an essential component for mastering Xero effectively.

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