Using Xero Files

With Xero, you can attach documents to invoices, transactions, expense receipts, contacts and manual journals. Here we share how you can make the most of this underutilised tool.

Did you know that you can attach documents to invoices, transactions, expense receipts, contacts and even manual journals in Xero? In our opinion, this is one of Xero’s most useful and underutilised features. It can help you save time hunting for those little pieces of paper you know you put somewhere… and it also makes our job much easier when it comes to preparing your annual accounts, cutting down queries!

You can even create sales invoices, bills, expense receipts, and receive and spend money direct from the documents saved in Xero, a handy side-by-side view allowing you to see the document as you enter the transaction details. The document will automatically attach to the transaction so you can view the source document for the transaction at a later date.

How can I begin using Xero files?

Once you are logged into your Xero organisation, click on the files icon in the top right corner (as circled below). You can either upload documents straight to the inbox or create your own folders to help organise documents. To create your own folders, click on “New folder” on the left hand side of the screen and name it what you like e.g. September Creditors, then click save.

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There are several ways you can upload documents to Xero files as follows:

  • Save documents to your desktop, then drag and drop these into the Xero inbox or file you have created; or

  • Save documents to your desktop, navigate to the Xero inbox or file you want to upload to, click the “Upload files” tab, then select the documents saved to your desktop; or

  • In the Xero file inbox, you have been provided an email address (as highlighted below). You can then forward documents from your email to the Xero email address, or provide your Xero email address to suppliers so that they can send invoices direct to your Xero inbox. If you use this option, it is best to save the Xero email address as a Contact because the addresses are always very long!

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Once you have uploaded your documents, you can create transactions as follows:

  1. In your Xero file, tick the selection box for the document you wish to create a transaction for;

  2. Click the “Add to new” tab then select the type of transaction you wish to create; or ignore step 1 and click on the drop down to the right of the document (as shown below) and select the type of transaction you wish to create; then 

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3. Enter the transaction details. This will show like the picture below.

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4. If you need to on charge any costs, click on “Assign expenses to a customer” (circled in red above).

If you have any queries, please contact your WK Advisor.