10 Xero tips Every Small Business Owner Should know
As a business owner, you wear a lot of hats. And let’s be honest - bookkeeping probably isn’t the one you’re most excited to wear.
But that’s where Xero can really shine. It’s one of our favourite accounting tools for a reason: it’s packed with clever features designed to make your life easier - if you know where to find them.
Don’t worry - we’re sharing our top 10 Xero hacks and features below that can save you time, streamline your processes, and help you feel more calm, clear and confident about your numbers.
1. Repeating invoices
If you send the same invoice every week, month or quarter - you can automate it! You can set up recurring invoices in Xero that go out like clockwork without you needing to lift a finger.
2. Tracking categories
Want to know which service, project or location is bringing in the most profit? Set up tracking categories to get insights beyond your basic income and expenses. This can give you an extra goldmine of info to help you track your businesses’ performance.
3. Built-in calculator
No need to do sums on your phone or grab a calculator. Xero has one built right into the invoice and bill fields, so you can add, subtract, divide or multiply directly on-screen.
4. Open multiple tabs
Xero doesn’t always make it easy to multitask - but your browser can help. Right-click on your browser and “open page in new tab” so you can flip between screens without losing your place or waiting for pages to reload.
5. Search function
That little magnifying glass in the top blue bar? It’s a game changer. Use it to quickly search for invoices, bills, bank transactions, contacts - anything buried deep in Xero that you want to look up quickly.
6. Pay Now button
Make it easy for clients to pay you by enabling the ‘Pay Now’ button on your invoices. It connects with Stripe and other payment options so your clients can settle up with just a click. (Heads up: transaction fees apply.)
7. Invoice reminders
Chasing payments is awkward - so let Xero do it for you. Turn on automated invoice reminders and it will gently nudge your clients when their invoice is overdue. You can customise the wording so it’s personalised to your style.
8. The + button shortcut
In the top right of Xero, there’s a little plus button that lets you quickly create an invoice, bill, quote or contact from any screen. Fewer clicks, less faff.
9. Watchlist
Want to keep an eye on key numbers without digging into reports? Add them to your Watchlist. You’ll see them front and centre on your dashboard every time you log in. You can add any account such as Sales, or Advertising & Marketing, Training etc.
10. Xero mobile app
Running your business on the go? The Xero app lets you raise invoices, reconcile transactions, and check your P&L from your phone. Handy for when you’re out and about - or just curled up on the sofa!
Xero is designed to support you - but most business owners are only scratching the surface. These small tweaks can free up time, reduce mental load, and give you more visibility over your finances.
If you’re feeling overwhelmed, remember: you don’t need to do it all alone. Get in touch if you’d like to help you make your systems work smarter (and give you back headspace for the stuff you actually enjoy!).
