Customise and Brand Your Invoices in Xero

Every invoice you send in Xero is controlled by a branding theme — this determines fonts, layout, logo placement, and payment options. Customising your theme before you start invoicing ensures a professional first impression.

1. Open Invoice Settings

Click the menu icon and select Invoice settings. Xero provides a standard branding theme with your uploaded logo already applied.

2. Add Payment Services

Payment services allow customers to pay you online directly from the invoice. Click Add payment service and choose from options such as Stripe or PayPal. You can add multiple payment services.

3. Create Additional Branding Themes

You can have multiple themes for different customer groups (e.g. retail vs. wholesale). Click New branding theme and customise:

Margins and fonts
Document title (e.g. "Tax Invoice", "Invoice", "Quote")
What to show — toggle settings on or off
Tax display — how subtotals and tax are presented
Currency conversion display
Payment services — select from your added services
Terms — invoice and quote footer text
Logo alignment
Tax inclusive or exclusive display

4. Configure Default Settings

Under Default settings:

Set default due dates for invoices and bills
Define the starting number for your next invoice, credit note, or purchase order
Allow customers to see outstanding bills online
Set a default quote expiry date

Click Save when done.

5. Set Up Invoice Reminders

Click the checkbox to enable email reminders. Customise:

The email message sent to customers
How many days overdue before a reminder is sent
Optionally, send a reminder before an invoice is due

6. Advanced Customisation

For more control over layout, Xero supports uploading custom DOCX templates. This allows pixel-perfect invoice designs beyond the standard theme options.

7. Preview Your Theme

To see what your invoice will look like, click Options next to any branding theme and select Preview.