Invoices and statements that look the way you want, from Xero data
Invoice Tailor is a drag-and-drop designer that produces PDF invoices, quotes, credit notes and customer statements from your Xero organisation. It adds the things Xero users have asked for and been told are not planned: ageing columns on statements, your own PDF file names, and more than one brand per organisation.
- Live preview using your real Xero invoices while you design, so what you see is what your customer gets
- Read-only connection to Xero; your accounting data is never modified unless you choose to attach a PDF
- Send from your own email domain or download in bulk, one organisation or fifty
On Xero's product ideas forum, 'full .docx template support' has 121 votes and 'branding changes' 95 votes; both are marked 'Not in pipeline'.
Source: productideas.xero.comA days-overdue column on customer statements has 124 votes and custom PDF file names 107 votes on the same forum.
Source: productideas.xero.comXero's templates are a Word document, and the fixes people want are 'not in pipeline'
Xero's standard invoice branding covers a logo and a colour. For anything more you download a .docx template, edit it in Word with merge fields, and upload it back, hoping the table doesn't break. Statements can't show how many days each invoice is overdue. Every PDF is called 'Invoice INV-0042.pdf' whether your customer's filing system likes it or not. And a business trading under two names needs two Xero subscriptions or a workaround.
These are not niche complaints. On Xero's own ideas forum, the requests for proper template support, branding changes, days-overdue columns and custom file names each have around a hundred votes or more, and several are marked by Xero as not in its pipeline.
The cost is small each time and constant: a bookkeeper re-doing a Word template for every new client, a customer paying late because the statement didn't make the overdue amount obvious, an accounts-payable team bouncing a PDF because the file name didn't match their rules.
Without it
- Xero's built-in templates: Free and fine for a logo and a colour. The advanced .docx templates can do more if you are comfortable in Word, but…
- Other document apps in the Xero App Store: Several apps cover parts of this, such as custom documents or statement runs. Compare on the specifics that matter to…
- Hiring a designer to build a .docx template: A one-off cost and a good result until a field changes or you need a second brand. Then you are back to Word.
With Invoice Tailor
- Live preview using your real Xero invoices while you design, so what you see is what your customer gets
- Read-only connection to Xero; your accounting data is never modified unless you choose to attach a PDF
- Send from your own email domain or download in bulk, one organisation or fifty
- Visual designer
- Statements with ageing
How it works
- 1
Connect Xero
Authorise Invoice Tailor from your Xero organisation using Xero's standard app connection. It takes a minute, and you can disconnect from Xero at any time.
- 2
Design the template
Start from one of our layouts or a blank page. Drag blocks for logo, addresses, line items, totals, payment details and footers, then set fonts, colours and column rules. Your most recent invoices appear in the preview as you work.
- 3
Set rules
Choose which template applies to which Xero branding theme or contact group, set the PDF file-name pattern, and configure statements: ageing buckets, minimum balance and schedule.
- 4
Send or download
Generate PDFs on demand, email them from your own domain, download a month's worth as a zip, or attach them to the invoice in Xero. Statements can go out automatically on the schedule you set.
Features
Visual designer
Drag-and-drop blocks with a live preview from your Xero data. Any standard Xero invoice, contact and organisation field is available, including tracking categories and contact account numbers.
Statements with ageing
Customer statements with a days-overdue column and current/30/60/90-day buckets, built from the invoices and payments in Xero. Choose activity or outstanding-only statements.
Custom PDF file names
Name files with a pattern such as {InvoiceNumber}-{ContactName}-{Date}.pdf or whatever your customers' payable teams require. Applies to downloads, emails and attachments.
Multiple brands
Several brands in one Xero organisation, each with its own logo, colours, address block and template. Assign a brand per contact, per branding theme or per tracking category.
Email from your domain
Send invoices and statements from your own address with your own wording, with open and bounce tracking. We help you set up SPF and DKIM during onboarding so mail is delivered.
Bulk generate
Pick a date range or a contact group and download every invoice or statement as a zip, named by your pattern. Useful for month-end sends and audits.
Attach to Xero
Optionally upload the generated PDF as an attachment on the invoice in Xero, so anyone opening the invoice there sees the version your customer received.
Practice mode
Bookkeepers manage several organisations from one login, copy a template between clients, and switch client in one click.
A look inside
What you see day to day: the working view and the monthly summary.
Who it's for
Small businesses on Xero
You want invoices that match your website and a statement that makes the overdue amount impossible to miss. Design once, then forget about it.
Businesses with more than one trading name
A builder with a maintenance brand, an agency with a product line. One Xero organisation, several brands, each with its own look.
Bookkeepers and accountants
You set up invoicing for many clients. One template library, applied across organisations, instead of a Word document per client.
Businesses billing larger companies
Your customers' accounts-payable teams need PO numbers in a set place and file names in a set format. You can give them exactly that.
Works with
- Xero (invoices, quotes, credit notes, contacts, payments and attachments via Xero's API)
- Xero branding themes and tracking categories
- PDF output (print-ready)
- Email from your own domain (SPF and DKIM)
- Zip download for bulk sends
- Xero App Store listing (in progress, see FAQ)
Pricing
Billed monthly per Xero organisation, cancel any time. Founding customer pricing is fixed for 24 months. All plans include the designer, live preview, custom file names and PDF download.
Solo
$9 per month
One organisation, one brand
- 1 Xero organisation
- Up to 3 templates
- Invoices, quotes and credit notes
- Custom PDF file names
- Download and attach to Xero
- Email support
Studio
$19 per month
One organisation, every feature
- Unlimited templates and brands
- Statements with days-overdue and ageing buckets
- Scheduled statement runs
- Email from your own domain
- Bulk zip downloads
- Everything in Solo
Practice
$49 per month
Bookkeepers with several clients
- Up to 10 organisations included, then $5 each
- Shared template library across clients
- One login, one-click client switching
- Everything in Studio for every client
- Priority support
Compared with the alternatives
- Xero's built-in templates
- Free and fine for a logo and a colour. The advanced .docx templates can do more if you are comfortable in Word, but they cannot add ageing to statements, rename PDFs or run more than one brand without workarounds.
- Other document apps in the Xero App Store
- Several apps cover parts of this, such as custom documents or statement runs. Compare on the specifics that matter to you: a visual editor, days-overdue on statements, file-name patterns, and per-organisation price.
- Hiring a designer to build a .docx template
- A one-off cost and a good result until a field changes or you need a second brand. Then you are back to Word.
- Leaving Xero for an invoicing tool
- Some invoicing tools have better design options, but then you are syncing two systems. Invoice Tailor keeps Xero as the single source of truth.
What changed
- On Xero's product ideas forum, 'full .docx template support' has 121 votes and 'branding changes' 95 votes; both are marked 'Not in pipeline'. Source: productideas.xero.com
- A days-overdue column on customer statements has 124 votes and custom PDF file names 107 votes on the same forum. Source: productideas.xero.com
Your first week
We onboard new accounts within 2 business days. We import your current branding, build a first template with you, and set up email sending from your domain.
- Day 1: Request service and tell us about your organisation, brands and what you want to fix first.
- Day 2–3: Your account is live. Connect Xero and we build a first template from your existing branding for you to adjust.
- Day 4–5: Set file-name patterns, statement rules and (on Studio) your email domain. Send yourself a test invoice and statement.
- Day 7: Go live. From here, every new Xero invoice can be rendered, sent or attached with your template.
Security and data
- Xero access uses OAuth 2.0 with read scopes plus the attachments scope only if you enable attaching; you can revoke it from Xero at any time.
- Invoice and contact data is cached for rendering and previews, encrypted at rest and in transit, and refreshed from Xero on each run.
- Data is stored in a US or EU data-centre region; we can confirm the region for your account on request.
- Only users you invite can see an organisation's documents; practice users see only the clients they are assigned.
- Disconnecting an organisation deletes its cached data within 30 days; full account deletion on request, confirmed by email.
Questions
Does Invoice Tailor change anything in my Xero organisation?
No. The connection is read-only for invoices, contacts and payments. The only write is optional: attaching the generated PDF to an invoice, which you turn on per organisation.
If I press Send in Xero, does my customer get your template?
No. Xero's own Send button always uses Xero's template. To send your design, send from Invoice Tailor (from your own email domain) or download the PDF. Many customers attach our PDF to the Xero invoice so both copies match.
Is it in the Xero App Store?
The listing is in progress. In the meantime you connect through Xero's standard app authorisation, which works the same way; we will tell founding customers when the listing is live.
Does it work in my country?
Yes, anywhere Xero operates. Tax labels, currency symbols and date formats follow your Xero organisation's settings. Most of our early customers are in the UK, Australia and New Zealand.
What documents are covered?
Invoices, quotes, credit notes and customer statements in early access. Purchase orders and remittance advices are next; founding customers can vote on the order.
Does this give accounting or tax advice?
No. Invoice Tailor changes how documents look and how they are named and sent. It does not alter amounts, tax rates or what must legally appear on an invoice in your country; check that with your accountant.
What if Xero adds these features?
Then you may not need us, and you can cancel in a click; plans are monthly. We expect to stay ahead on design flexibility, bulk operations and multi-brand work, which is where most of our roadmap is.
Is there a free trial?
There is no free tier, but your first month on any plan is refundable in full if it does not do what you need.
Ready when you are
Tell us about your setup. We confirm by email and get you running within 2 business days.
Request service