Do you want to bring your business to the next level? Xero possesses the robust features that can make it possible. Business owners, finance professionals, and cloud accounting beginners can all derive advantages. Having the ability to master Xero’s invoicing features can save time and increase business productivity.

Why choose CALTRiX as your business partner?

CALTRiX, a Xero Gold Champion Partner in Malaysia is a trusted partner for businesses that want to adopt cloud accounting with confidence. It provides expert guidance to businesses to make the switch from traditional systems to Xero.

CALTRiX offers more than just software installation. Its offerings include training, data migration, and ongoing technical support. The business understands how to tailor Xero to specific industries. These include F&B, e-commerce, and professional services. This experience allows CALTRiX to create solutions for real business needs and help businesses to explore next.

Want to get more information on how CALTRIX can help your business? Have a free call now!

Best 7 Tips & Tricks to use Xero Invoicing efficiently

1. Xero Invoicing Keyboard ShortCut

Xero’s new invoicing template has keyboard shortcuts. The shortcuts help you do things more quickly. You can move between fields, and create and send invoices—without having to reach for the mouse. This makes it easier to issue invoices and quicker. This is especially useful for those users who work with large volumes of invoices on a daily basis. Learning some of the most significant shortcuts saves time and streamlines repetitive work. This small feature can greatly improve your day-to-day work.

2. Invoice Contact Groups

Xero makes it easy to invoice batches of customers via contact groups. You don’t need to set up individual invoices for each customer but can batch them together instead. Simply select the group on the invoice page. Xero will create identical invoices for all the members. This not only is a time-saver but will also make your billing consistent. It’s especially useful for subscription services or if you’re sending out the same invoice to multiple clients.

3. See a Live Invoice Preview

Xero’s new invoicing includes a live preview feature. This feature shows you how the invoice will appear to your customer. You can personalize the invoice email and see changes in real time. This helps you check the layout, wording, payment reminder, way to pay, and details before sending. You reduce the risk of mistakes. You also save time not having to switch between screens so you can pay faster. This device gives you more control and confidence before you click “send.”

4. Add a Due Date Quickly

Xero makes it easy to set a particular due date. You don’t need to count days manually. Just direct type in “+” and a number of days in the due date field. Typing in “+30”, for example, will automatically set the due date 30 days after the date of invoice. This time-saving shortcut maintains the speed of your invoicing.

5. Enter Data Your Way

Xero’s new invoicing is also date format-friendly. You can input dates any way you want. The invoicing software will know them and apply them no matter what. This makes it faster and simpler to input data. Simply put in the date, and Xero will handle the rest. This flexibility also helps maintain consistency across transactions, reducing entry errors.

6. Use an in-built Calculator

In the price field, you can do quick calculations on the same page. Just type the equation straight into the field. Xero will do the sum for you. This will save you time and reduce errors. It’s a simple way to speed up your invoicing.

7. Choose the right Malaysia e-invoicing classification code

In Malaysia, e-invoicing requires the right classification code. You may utilize it in the tracking category when applying to Xero. Choose the right one to avoid violating local rules. You may also create and utilize new tracking choices while editing an invoice. This allows you to track performance between the different segments of your business. It’s a smart way of staying well-organized and updated on invoice status.

Frequently Asked Questions (FAQs)

1. How can I set an exchange rate for an invoice in Xero?

The majority of businesses that deal with businesses overseas must deal with foreign currencies. Xero simplifies setting or changing exchange rates on invoices. You can use the default rate or enter a custom one based on your needs.

Step 1: Select the Invoice Currency

Start by opening a new invoice. Choose the foreign currency applicable to the customer. Xero will use this feature to apply an exchange rate.

Step 2: Confirm the Default Exchange Rate

Xero automatically displays an exchange rate. The rate is fetched from XE.com by using the invoice date. It converts your base currency to the selected currency.

Step 3: Apply a Custom Exchange Rate (Optional)

You can override the default rate if needed. Click “Set exchange rate” on the invoice. Choose “Custom exchange rate.” Enter the rate you want to use (up to six decimal places). Deselect the box if you want to use this rate for only this invoice.

Step 4: Save the Invoice

Save to complete the exchange rate. This exchange rate will now be used on the invoice.

Check on the blog-> 9 Powerful Xero Multi-Currency Features Support Malaysian Businesses Efficiently

2. Do I have free access to Xero?

Xero is not free to use. A monthly subscription is required to have access to the full features. Xero provides a free 30-day free trial to all. This period covers all principal tools. No credit card is required.

Companies that provide bookkeeping or accounting services are able to use Xero HQ for free. It can be accessed via the Xero partner program. Xero HQ assists practices in handling staff, clients, and financial information more effectively.

All paid Xero plans include access to mobile apps. The Xero apps allow users to work with invoices, expenses, and reports on the go. Users can keep learning features beyond the trial period with the use of the demo company. This option allows for testing without using actual business data. If you have any issues while using Xero, Xero Central has support available and resources to help you.

3. What is the easiest accounting software?

Most small business owners desire accounting software that is not difficult to operate. Xero is generally one of the easiest programs to use. It has a neat layout, easy-to-understand features, and effortless automation of tasks like invoicing and reconciling with the bank.

QuickBooks is another popular option. It is simple to follow expenses and offers users clean financial reports. Wave is also very easy to use and ideal for freelancers or very small businesses.

Other online options such as Bukku and QNE are also easy to use and just as simple. They are best for Southeast Asian companies.

When choosing software, one should test its functionality and interface. Xero and other programs offer free trials, which allow clients to identify a system that they will be comfortable using. It also avoids careless mistakes.

4. How is Xero different from SAP (Systems, Applications & Products)?

Xero and SAP are greatly used software solutions but are different in some aspects. Xero is a cloud accounting software that is suitable for SMEs. It’s simple, easy, and centered on core accounting functionalities such as invoicing, bank reconciliation, and inventory management.

SAP is an ERP solution. It is for big enterprises with complicated needs. SAP supports very comprehensive coverage of business functions like finance, HR, supply chain management, etc.

Key Differences between Xero and SAP

Xero is designed for small to medium companies. Xero provides a simple solution for companies that need basic accounting features.

SAP is designed for big businesses. It gives an integrated solution to manage complex processes between departments.

Scope and Functionality:

Xero performs core accounting tasks such as invoicing and expense tracking. It is easy to install and use.

SAP handles much more than that. It has finance, HR, operations, and other business units. Its complexity requires more planning and customization.

Ease of Use:

Xero is simple to use. It has a simple design and is meant for those with little accounting experience.

SAP is known to be complex. It requires expert knowledge and training to use effectively.

Pricing:

Xero is a subscription service. It is cheaper for small businesses.

SAP has higher costs. The reason is its enterprise-level functionality and complexity.

Implementation:

Xero is cloud-based. It’s easy to implement and available anywhere.

SAP is either cloud-based or on-premise. Its implementation process, though, is more time-consuming and resource-intensive.

5. How do I see my available stock levels when sending an invoice in Xero?

In order to avoid overstocking stock, Xero allows you to easily view the amounts of available stock when issuing an invoice.

Before tracking, ensure that tracked inventory is enabled in your Xero settings. In an invoice, Xero will show you the amount available for a given item. If you try to sell more than is available, Xero will alert you. The Inventory Item List report provides you with a detailed breakdown of your inventory, so you can manage your inventory effectively. Here are the two ways to see your available stock levels.

See Stock Levels Using the Inventory Item List Report:
Navigate to the Accounting menu and choose Reports.
Open the Inventory Item List report.
Select a date and press Update.
This report displays all your stock items and available quantities.
See Stock Levels When Generating an Invoice:
When generating an invoice, choose the stock item.
Xero will check for the quantity of the item in stock.

Check on the blog-> 2025 Top 5 Cloud Inventory Software in Malaysia (Insight & Pricing)

About Xero

Xero is a global small business platform with 4.2 million subscribers. Xero’s smart tools help small businesses and their advisors to control core accounting functions like tax and bank reconciliation, and complete other important small business tasks like payroll and payments. Xero’s extensive ecosystem of connected apps and connections to banks and other financial institutions provide a range of solutions from within Xero’s open platform to help small businesses run their business and control their finances more efficiently.

Alfred Ang

Alfred has led the company in helping over 500 SMEs successfully transition to digital platforms. With expertise in cloud accounting software implementation and other tech stacks. Alfred empowers businesses to access real-time, accurate financial data for informed decision-making. As a Chartered Accountant (CGMA, ACMA, and MIA member), he is driven by the mission to streamline traditional accounting processes. Alfred’s accomplishments include winning the Xero Award for Medium Accounting Partner of the Year in 2024.

Best 7 Tips & Tricks to use Xero Invoicing efficiently in 2025