How to Edit an Invoice in Xero?

Invoices are essential for managing your business finances, ensuring you have accurate records of sales and payments from customers. Creating invoices in Xero is easy, but editing them can be more complicated. Small mistakes, changes in terms, or updates to customer information often require revising invoices. Even though Xero allows for editing, certain limitations can make the process slower or more tedious.

• No bulk editing feature: You cannot edit several invoices simultaneously, making it tedious to update many at once.

• Repetitive manual tasks: Updating every invoice individually results in inefficiency.

• Greater risk of mistakes: Manual changes raise the likelihood of errors.

• Limited options: Xero only allows specific fields to be changed after an invoice has been issued.

• Slower process: The lack of automation results in a more time-consuming invoice management process.

This is where SaasAnt Transactions for Xero makes an impact. It optimises invoice management through bulk import, export, delete, and modify functions. This saves time, minimises errors, and keeps financial data prepared for audits, enabling businesses, accountants, and bookkeepers to manage data more effectively.

Also Read: Getting Started with Xero: Essential Steps & Settings

Simplifying Bulk Invoice Edits in Xero 

Consider a small business that issues hundreds of invoices every month. In the middle of the year, they realise that their invoice terms and customer information need to be updated. In Xero, this would involve manually opening and editing each invoice, a process that could take days and increase the likelihood of errors. With SaasAnt Transactions for Xero, the business can quickly modify invoices in bulk with just a few clicks. Fields like invoice date, due date, or amounts can be updated right away, ensuring accuracy and saving hours of repetitive work. This not only streamlines the workflow but also keeps financial records consistent and ready for audits.

This blog is particularly beneficial for small business owners, accountants, and bookkeepers using Xero who want to make invoice edits easier, reduce manual errors, and save time with automation tools like SaasAnt.

How to Edit an Invoice with Xero Online: Step-by-Step Guide

Always back up your Xero Online data before you begin. Even though SaasAnt is designed to be safe and reliable, a backup provides an added layer of security. Follow the steps below to get started.

Step 1: Log In to Your Xero Account

• Log in to your Xero account.

Step 2: Navigate to the Apps Menu

• On the right side of the Xero dashboard, you can see the menu bar with various options.

• Select the “Waffle” icon. Click the dropdown and select “Find more apps on Xerp App Store.”

Step 3: Search SaasAnt Transactions

• In the search bar, type “SaasAnt Transactions” as shown by the arrow in the image below.

Step 4: Open SaasAnt Transactions

Get the app from the App Store and connect it to Xero. 

On the SaasAnt dashboard:

• On the left side of the SaasAnt Transactions dashboard, you can see the menu bar with various options.

• Select “Modify.”

• At the bottom right, click on “Let’s Modify.”

• Before you modify, make sure that your respective invoice data is already uploaded to your Xero account.

• Now select “invoice” under the list section.

• Now, upload your respective invoice files from your device and click “Continue”.

Step 5: Mapping Fields And Review

• Ensures the accurate mapping of essential fields, including invoice number, invoice date, and due date.

• The ‘Preview Mapping’ feature allows users to verify field alignment before review.

• Select “Review”  after finalising the mapping of all fields.

Step 6: Review And Update

• Review the modified “invoice” and select “Upload”. 

• At the bottom left, there is a “Download” option, which allows you to download this modified invoice data for future reference.

• Your modified “invoice” will be updated in Xero Online. Click “Show Results”.

Step 7: Modify 

• Your modified “invoice” appears. At the bottom left, there is a “Download” option, where you can download your modified invoice data for future reference. 

• Additionally, next to “Download”, you can see “Undo”, which allows you to roll back your “invoice.”

Step 8: View Modified Invoice

• Now, return to the Xero dashboard and select “Business” from the top. From the dropdown, “Invoices”

• Modified invoice data is displayed, as shown in the image below.

Also Read: Mastering Xero: Your Beginner's Guide to Cloud Accounting

Wrap Up

Editing invoices in Xero can be challenging, especially for bulk updates or regular changes. Although Xero provides basic editing options, its limitations can disrupt your workflow. This is where SaasAnt Transactions for Xero makes a significant impact. It facilitates bulk import, export, delete, and modify functions, which saves time, reduces mistakes, and keeps your financial data prepared for audits. It’s an excellent choice for businesses, accountants, and bookkeepers who want to streamline invoice management and increase productivity.

If you're looking to improve your invoice management, minimise errors, and save time, SaasAnt is the best add-on to optimise your Xero workflow.

If you have inquiries regarding our products, features, trial, or pricing, or if you require a personalised demo, contact our team today. We are ready to help you find the ideal solution for your QuickBooks workflow.

Frequently Asked Questions

1) What fields can I edit in a Xero invoice?

You can edit customer details, invoice dates, line items, descriptions, and amounts before the invoice is approved.

2) How do I bulk edit invoices in Xero?

Xero does not support bulk editing by default. However, tools like SaasAnt Transactions facilitate bulk changes effortlessly.

3) Can I change invoice numbers in Xero?

Yes, you can edit invoice numbers on draft invoices, but this is not allowed for approved or paid invoices.

4) How do I undo an invoice edit in Xero?

Xero does not have an undo option. However, SaasAnt Transactions has a rollback feature to ensure safer edits.

5) Can I import modified invoices into Xero?

Indeed, with tools such as SaasAnt, you can directly import bulk-modified invoices into Xero.

6) What file types does SaasAnt Transactions Online support for Xero Online imports?

For almost all entities in Xero, SaasAnt Transactions Online supports XLS, XLSX, XLSM, CSV, and TXT. You can also schedule imports by sending CSV or Excel files via Email, Zapier, or FTP.