Stewart's Xero Tips

We had a lot of positive feedback following last month's Xero tips... so here are some more golden nuggets.


Every business on Xero has its own unique ‘inbox’ where you can add files – which can be left for us to pick up, or can be tagged to specific invoice entries. There are a number of ways you can add files to this inbox:

  1. Open Xero, click on the little folder icon towards the top-right hand corner of the screen (next to the ‘+’ symbol).
    On this screen you have an option to ‘Upload files’ (where you can select and upload a file located on your computer) or ‘Take photo’ (to take a picture of an invoice/receipt using your webcam).
    Also, you will see your own unique Xero email address. It’s worth copying this email address and saving it as contact in your email software.
  2. If you send an email containing an attachment to this email address, the attachment will come through to the inbox.
  3. When adding a new bill on Xero, you may see a little paper symbol next to the reference box. If you click on this symbol, you’ll be able to upload a file from your inbox which will be tagged to that particular transaction – which is handy if at some point you ever want to see the original invoice without having to search back through your paperwork.

Viewing multiple pages

You can view multiple pages in your Xero account at any time, simply by opening new screens in different tabs. This is good for finding out information or running reports, without having to come out of the screen that you’re working on. To do this:

  • Open a link in a new tab (On a PC, by right-clicking on a link and select Open a new Tab, and on a Mac by holding down the command key and clicking on the link).
  • Do not use tabs to view multiple Xero organisations as this will not work.
  • If you do wish to look at multiple organisations at one time, you are able to do this by opening Company 1 in one browser such as Internet Explorer, and Company 2 in another browser such as Firefox or Chrome.

Editing a transaction

  • Once you have matched a payment against a particular invoice, the level of editing that you’re able to do this transaction becomes quite restricted. If you find that you need to change a particular detail on  an invoice which Xero won't allow you to amend (such as the VAT rate), you will need to click on the payment which has been matched against the invoice, then select ‘Remove and Redo’. This will enable you to edit the invoice as required, then re-reconcile the transaction accordingly.

Using Xero's calculator

  • Xero has an inbuilt calculator which makes data entry much easier. When entering a particular value (such as unit price) and you don’t know the amount to enter without physically adding it up, Xero will allow you to enter a sum (such as 25+75), and when you tab or click  off the cell the calculation will be made for you (in this instance, 100 would show as the unit price). You’re able to use the following to let Xero calculate the numbers for you:
  • Add            +
  • Subtract      -
  • Multiply       *
  • Divide          /
  • Group         ( )

More tips

If you ever want to see Xero’s free bank of videos and guides, please follow this link: Xero video tutorials