How to Edit an Invoice Template in Xero

To edit an invoice template in Xero, go to Settings > Invoice settings, then either edit your existing Standard branding theme or click New Branding Theme to create one. Branding themes are how Xero controls the look of your invoices (logo, fonts, payment terms, contact details, and which fields show), and you can apply different themes to different customers or document types.

Standard (built-in) branding themes are the easiest place to start and are edited entirely inside Xero. Here is the process:

1. Click your organisation name and select Settings.
2. Click Invoice settings. You will see your existing branding themes, including the default "Standard" theme.
3. To change an existing theme, click the options menu next to it and choose Edit. To make a new one, click New Branding Theme and select Standard.
4. Give the theme a clear name (for example "Default" or "Net 30") so you can identify it later.
5. Adjust the options and click Save.

With a Standard theme you can customise the following without leaving Xero:

Advanced templates, called custom .docx branding themes, give you full control over layout but are more involved. Instead of editing in Xero, you edit a Word document and upload it back:

1. In Invoice settings, click the arrow next to New Branding Theme and choose Custom .docx.
2. Name the template, click OK, then click Download to get a ZIP of the base templates.
3. Open the relevant .docx file in Microsoft Word (Word 2007 or later) and edit it, keeping the required merge fields such as TableStart and TableEnd intact.
4. Back in Xero, click Upload (or Browse), select your edited .docx, and confirm. Keep the file under 1MB.

To set a default, open the branding theme you want and mark it as default, or assign a theme per contact. The next time you create an invoice, quote, credit note, or purchase order, that theme is preselected in the Branding field, though you can still switch it per document.

If you do not use Xero and just need a single, professionally branded invoice with your own logo and details, InvoiceSonic is a free invoice generator that lets you create and download one without any accounting software.