Xero Invoices Management | xero

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Xero Invoices Management | xero

Xero Invoices Management

Overview

Invoices are the core transaction entity in Xero for billing and accounts payable. For MSPs, invoices represent two primary flows: sales invoices (ACCREC) for billing managed services clients, and supplier bills (ACCPAY) for vendor costs like software licenses, hardware purchases, and ISP charges.

Core Concepts

Invoice Types

Type	Code	Description	MSP Use Case
Sales Invoice	`ACCREC`	Accounts Receivable - you bill a customer	Monthly managed services, project work
Supplier Bill	`ACCPAY`	Accounts Payable - a vendor bills you	Software licenses, hardware, ISP bills

Invoice Status Lifecycle

DRAFT --> SUBMITTED --> AUTHORISED --> PAID
                                  \--> VOIDED
                                  \--> DELETED (draft only)

Status	Description	Editable	Can Pay
`DRAFT`	Created but not submitted	Yes	No
`SUBMITTED`	Submitted for approval	Limited	No
`AUTHORISED`	Approved and sent to client	No	Yes
`PAID`	Fully paid	No	N/A
`VOIDED`	Cancelled/voided	No	No
`DELETED`	Removed (draft only)	N/A	N/A

Invoice Numbering

Xero auto-generates sequential invoice numbers (e.g., INV-0001, INV-0002) or you can set custom numbers using the InvoiceNumber field. MSPs often use prefixes like MS- for managed services or PJ- for project invoices.

Field Reference

Core Fields

Field	Type	Required	Description
`InvoiceID`	string (UUID)	System	Auto-generated unique identifier
`InvoiceNumber`	string	No	Invoice number (auto-generated if blank)
`Type`	string	Yes	ACCREC (sales) or ACCPAY (bill)
`Contact`	object	Yes	Contact object with ContactID
`Date`	string	No	Invoice date (YYYY-MM-DDT00:00:00)
`DueDate`	string	No	Payment due date
`Status`	string	No	DRAFT, SUBMITTED, AUTHORISED, PAID, VOIDED
`LineAmountTypes`	string	No	Exclusive, Inclusive, or NoTax
`Reference`	string	No	Reference text (e.g., PO number)
`Url`	string	No	URL link for the invoice
`CurrencyCode`	string	No	Currency code (e.g., USD, AUD)
`BrandingThemeID`	string	No	Invoice template/theme ID

Line Item Fields

Field	Type	Required	Description
`Description`	string	Yes	Line item description
`Quantity`	decimal	No	Quantity (default 1)
`UnitAmount`	decimal	Yes*	Price per unit
`AccountCode`	string	Yes*	GL account code
`TaxType`	string	No	Tax type code
`ItemCode`	string	No	Inventory item code
`LineAmount`	decimal	No	Total line amount (calculated)
`DiscountRate`	decimal	No	Discount percentage
`Tracking`	array	No	Tracking category assignments

*Required for AUTHORISED status.

Financial Summary Fields (Read-Only)

Field	Type	Description
`SubTotal`	decimal	Sum of line items before tax
`TotalTax`	decimal	Total tax amount
`Total`	decimal	Total including tax
`AmountDue`	decimal	Remaining unpaid amount
`AmountPaid`	decimal	Amount already paid
`AmountCredited`	decimal	Amount from credit notes
`HasAttachments`	boolean	Whether attachments exist
`Payments`	array	Associated payment records

API Patterns

List Invoices

curl -s -X GET "https://api.xero.com/api.xro/2.0/Invoices" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Accept: application/json"

With Filters:

# Sales invoices only
curl -s -X GET "https://api.xero.com/api.xro/2.0/Invoices?where=Type==%22ACCREC%22" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Accept: application/json"

# Outstanding invoices
curl -s -X GET "https://api.xero.com/api.xro/2.0/Invoices?where=Type==%22ACCREC%22&&AmountDue>0" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Accept: application/json"

# Invoices for a specific contact
curl -s -X GET "https://api.xero.com/api.xro/2.0/Invoices?where=Contact.ContactID==guid(%22${CONTACT_ID}%22)" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Accept: application/json"

# Invoices by date range
curl -s -X GET "https://api.xero.com/api.xro/2.0/Invoices?where=Date>=DateTime(2026,3,1)&&Date<=DateTime(2026,3,31)" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Accept: application/json"

# Overdue invoices
curl -s -X GET "https://api.xero.com/api.xro/2.0/Invoices?where=Type==%22ACCREC%22&&Status==%22AUTHORISED%22&&DueDate<DateTime(2026,2,23)" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Accept: application/json"

Get Single Invoice

curl -s -X GET "https://api.xero.com/api.xro/2.0/Invoices/${INVOICE_ID}" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Accept: application/json"

Create Sales Invoice (ACCREC)

curl -s -X POST "https://api.xero.com/api.xro/2.0/Invoices" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Content-Type: application/json" \
  -d '{
    "Type": "ACCREC",
    "Contact": {
      "ContactID": "'${CONTACT_ID}'"
    },
    "Date": "2026-03-01T00:00:00",
    "DueDate": "2026-03-31T00:00:00",
    "LineAmountTypes": "Exclusive",
    "Reference": "March 2026 Managed Services",
    "LineItems": [
      {
        "Description": "Monthly Managed Services - Acme Corp (25 endpoints)",
        "Quantity": 1,
        "UnitAmount": 2500.00,
        "AccountCode": "200",
        "TaxType": "OUTPUT"
      },
      {
        "Description": "Microsoft 365 Business Premium Licenses (25 users)",
        "Quantity": 25,
        "UnitAmount": 22.00,
        "AccountCode": "200",
        "TaxType": "OUTPUT"
      },
      {
        "Description": "Backup & Disaster Recovery - 500GB",
        "Quantity": 1,
        "UnitAmount": 350.00,
        "AccountCode": "200",
        "TaxType": "OUTPUT"
      }
    ],
    "Status": "DRAFT"
  }'

Create Supplier Bill (ACCPAY)

curl -s -X POST "https://api.xero.com/api.xro/2.0/Invoices" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Content-Type: application/json" \
  -d '{
    "Type": "ACCPAY",
    "Contact": {
      "ContactID": "'${VENDOR_CONTACT_ID}'"
    },
    "Date": "2026-03-01T00:00:00",
    "DueDate": "2026-03-31T00:00:00",
    "InvoiceNumber": "VENDOR-INV-2026-03",
    "Reference": "Monthly software licenses",
    "LineAmountTypes": "Exclusive",
    "LineItems": [
      {
        "Description": "RMM Platform - 150 endpoints",
        "Quantity": 150,
        "UnitAmount": 3.50,
        "AccountCode": "400",
        "TaxType": "INPUT"
      }
    ],
    "Status": "DRAFT"
  }'

Update Invoice

curl -s -X POST "https://api.xero.com/api.xro/2.0/Invoices/${INVOICE_ID}" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Content-Type: application/json" \
  -d '{
    "InvoiceID": "'${INVOICE_ID}'",
    "Reference": "Updated reference",
    "Status": "AUTHORISED"
  }'

Void Invoice

curl -s -X POST "https://api.xero.com/api.xro/2.0/Invoices/${INVOICE_ID}" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Content-Type: application/json" \
  -d '{
    "InvoiceID": "'${INVOICE_ID}'",
    "Status": "VOIDED"
  }'

Batch Create Invoices

curl -s -X POST "https://api.xero.com/api.xro/2.0/Invoices?summarizeErrors=false" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Content-Type: application/json" \
  -d '{
    "Invoices": [
      {
        "Type": "ACCREC",
        "Contact": { "ContactID": "abc-123" },
        "Date": "2026-03-01T00:00:00",
        "DueDate": "2026-03-31T00:00:00",
        "LineItems": [{ "Description": "Managed Services - March 2026", "Quantity": 1, "UnitAmount": 2500.00, "AccountCode": "200" }]
      },
      {
        "Type": "ACCREC",
        "Contact": { "ContactID": "def-456" },
        "Date": "2026-03-01T00:00:00",
        "DueDate": "2026-03-31T00:00:00",
        "LineItems": [{ "Description": "Managed Services - March 2026", "Quantity": 1, "UnitAmount": 1800.00, "AccountCode": "200" }]
      }
    ]
  }'

Common Workflows

Monthly MSP Billing Cycle

The typical MSP monthly billing workflow:

Generate invoices for all managed services clients (1st of the month)
Review drafts for accuracy
Authorize invoices to finalize
Email invoices to clients
Track payments as they arrive
Follow up on overdue invoices

async function generateMonthlyInvoices(clients, billingMonth) {
  const invoices = clients.map(client => ({
    Type: 'ACCREC',
    Contact: { ContactID: client.xeroContactId },
    Date: `${billingMonth}-01T00:00:00`,
    DueDate: `${billingMonth}-28T00:00:00`,
    Reference: `${billingMonth} Managed Services`,
    LineAmountTypes: 'Exclusive',
    LineItems: client.services.map(service => ({
      Description: `${service.name} - ${billingMonth}`,
      Quantity: service.quantity,
      UnitAmount: service.unitPrice,
      AccountCode: service.accountCode || '200'
    })),
    Status: 'DRAFT'
  }));

  const token = await auth.getToken();
  const response = await fetch(
    'https://api.xero.com/api.xro/2.0/Invoices?summarizeErrors=false',
    {
      method: 'POST',
      headers: {
        'Authorization': `Bearer ${token}`,
        'xero-tenant-id': process.env.XERO_TENANT_ID,
        'Content-Type': 'application/json'
      },
      body: JSON.stringify({ Invoices: invoices })
    }
  );

  return await response.json();
}

Invoice with Tracking Categories

Use tracking categories for department or project reporting:

{
  "Type": "ACCREC",
  "Contact": { "ContactID": "abc-123" },
  "LineItems": [
    {
      "Description": "Managed Services - March 2026",
      "Quantity": 1,
      "UnitAmount": 2500.00,
      "AccountCode": "200",
      "Tracking": [
        {
          "Name": "Department",
          "Option": "Managed Services"
        },
        {
          "Name": "Region",
          "Option": "East"
        }
      ]
    }
  ]
}

Credit Note for Service Adjustment

When a client needs a partial credit:

curl -s -X POST "https://api.xero.com/api.xro/2.0/CreditNotes" \
  -H "Authorization: Bearer ${ACCESS_TOKEN}" \
  -H "xero-tenant-id: ${XERO_TENANT_ID}" \
  -H "Content-Type: application/json" \
  -d '{
    "Type": "ACCRECCREDIT",
    "Contact": { "ContactID": "'${CONTACT_ID}'" },
    "Date": "2026-03-15T00:00:00",
    "LineItems": [
      {
        "Description": "Service credit - 3 day outage adjustment",
        "Quantity": 1,
        "UnitAmount": 250.00,
        "AccountCode": "200"
      }
    ],
    "Status": "AUTHORISED"
  }'

Find Unbilled Clients

async function findUnbilledClients(billingMonth) {
  const allContacts = await fetchActiveCustomers();
  const invoices = await fetchInvoicesByDateRange(
    `${billingMonth}-01`,
    `${billingMonth}-28`
  );

  const billedContactIds = new Set(
    invoices
      .filter(inv => inv.Type === 'ACCREC')
      .map(inv => inv.Contact.ContactID)
  );

  return allContacts.filter(
    contact => !billedContactIds.has(contact.ContactID)
  );
}

Error Handling

Common API Errors

Code	Message	Resolution
400	Account code is not valid	Verify AccountCode exists in chart of accounts
400	A Contact is required	Provide Contact with valid ContactID
400	At least one line item is required	Add LineItems array with entries
400	Invoice number already used	Use unique InvoiceNumber or omit for auto
400	Cannot void a paid invoice	Reverse payment first, then void
401	Unauthorized	Refresh access token
404	Invoice not found	Verify InvoiceID

Validation Errors

Xero returns validation errors inline with the invoice object:

{
  "Invoices": [
    {
      "InvoiceID": "00000000-0000-0000-0000-000000000000",
      "HasErrors": true,
      "ValidationErrors": [
        { "Message": "Account code '999' is not a valid code for this document." }
      ]
    }
  ]
}

Error Recovery Pattern

async function safeCreateInvoice(invoiceData) {
  const result = await createInvoice(invoiceData);
  const invoice = result.Invoices?.[0];

  if (invoice?.HasErrors) {
    const errors = invoice.ValidationErrors.map(e => e.Message);
    console.error('Invoice validation failed:', errors);

    // Common recovery: invalid account code
    if (errors.some(e => e.includes('Account code'))) {
      console.log('Check chart of accounts for valid codes.');
    }

    // Common recovery: duplicate invoice number
    if (errors.some(e => e.includes('already used'))) {
      delete invoiceData.InvoiceNumber;
      return await createInvoice(invoiceData);
    }

    throw new Error(`Validation errors: ${errors.join('; ')}`);
  }

  return invoice;
}

Endpoint Reference

Endpoint	Method	Description
`/Invoices`	GET	List invoices (paginated, filterable)
`/Invoices`	POST	Create or update invoices (single or batch)
`/Invoices/{InvoiceID}`	GET	Get single invoice with full detail
`/Invoices/{InvoiceID}`	POST	Update an invoice
`/Invoices/{InvoiceID}/Attachments`	GET	List invoice attachments
`/Invoices/{InvoiceID}/Attachments/{FileName}`	PUT	Upload attachment
`/Invoices/{InvoiceID}/OnlineInvoice`	GET	Get online invoice URL
`/Invoices/{InvoiceID}/Email`	POST	Email invoice to contact

Best Practices

Use DRAFT status initially - Review before authorizing to prevent errors
Batch create monthly invoices - Use batch endpoint to reduce API calls
Set meaningful references - Include month/year and service description
Use consistent account codes - Map MSP service categories to GL accounts
Include line item detail - Break out services, licenses, and add-ons separately
Track by department - Use tracking categories for service line reporting
Void instead of delete - Maintain audit trail for authorized invoices
Use summarizeErrors=false - Get per-invoice error details in batch operations
Verify contacts exist - Check ContactID before creating invoices
Automate recurring billing - Build monthly generation scripts for consistency

Related Skills

Xero Contacts - Managing invoice recipients
Xero Payments - Recording payments against invoices
Xero Accounts - GL account codes for line items
Xero Reports - Financial reporting on invoices
Xero API Patterns - API reference

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