--- title: Invoice Configuration slug: xero/invoice-configuration description: Learn how to set up and customize invoices in Xero with this comprehensive document. Discover options for creating draft or approved invoices, default due dates, and accounting codes. Explore advanced settings for automatic invoice matching, customize inv docTags: createdAt: 2021-12-31T05:05:19.000Z --- ### Allow Invoices to be Created As Draft/Approved By default "Create Draft Invoice in Xero" will be displayed on the pre-invoice page when you do not select any of these checkboxes. **Create Draft Invoice in Xero: **This button will be used for creating an Invoice template that's saved for you to either make future modifications or to convert into an Approved Invoice to send to the Customer A Draft Invoice is not an official document that can be sent to a customer. Credit Note and Payment options are not available for Draft Invoice **Create Approved Invoice in Xero: **You can approve an Invoice when you have finished creating it, or save your Invoice as a Draft and approve it later You can't edit the financial information on an Invoice that's been approved, but you can update the description and date. Credit Note and Payment options are available for Approved Invoice ### Default Due Date And Accounting Code **Invoice Default Due Date: **It will only apply for Contacts that do not have a Default Due Date specified on their Contact record in Xero. If a Contact has Default Due Date for Sales Invoices specified in Xero, then that value will override this. You can populate the Due Date based on the following preference. 1. The particular date of the following month 2. Number of days after the Invoice date 3. Number of days after the end of the Invoice month 4. The particular date of the current month **Default Xero Accounting Tax Type: **Choose whether your whole transaction on the pre-invoice page will be 1. No Tax: No sales tax is calculated on the transaction. You can't select a tax rate for any line item, when you select this No Tax 2. Tax Exclusive: Amounts are calculated on the pre-invoice page by excluding the sales tax. 3. Tax Inclusive: Amounts are calculated on the pre-invoice page by including the sales tax **Default Xero Accounting Code: **This Default Revenue Accounting Code will be set for all line items on the pre-invoice page. If you specify the Accounting code at a line item level in this invoice configuration page then that value will override this. Default Tax Rate is set in Xero for each Accounting code in the Chart of Accounts ![](https://api.archbee.com/api/optimize/amOMwpmEgToJSqhaSTxXr/U5OObcjvPfobBK5BVDEDr_invoice-config-archbee.png) ### Advanced Settings **Liabilities, Assets, and Expenses**: Revenue Accounting Codes will be displayed on the Account picklist while creating Line items on the pre-invoice page, based on the following Liabilities, Assets, and Expenses checkboxes you have selected Invoice Auto-Matching to Opportunity: Whenever a new Invoice, Bill, or Purchase Order is discovered in Xero, Breadwinner will auto-match it to any Opportunity, as long as the Xero Invoice/Bill/PO Reference field matches the Salesforce custom field specified here. When we attempt to match, we will first try to find a match on Opportunities related to the Salesforce Account associated with the Xero Contact, and then we will look for a match on all Opportunities, even under different Salesforce Accounts. If you select the checkbox, then we will Auto Match newly discovered Invoices to an Opportunity if a Salesforce Account only has one Opportunity on it If the Invoice reference while creating an Invoice in Xero, and the field in the below first input text box, contain identical values (case-sensitive), then we will match that invoice to that opportunity If you select any delimiter in the second input text box, then we will consider the text before the first occurrence of this delimiter in the Reference field (while creating Invoice in Xero) during Auto Match to an Invoice ![](https://api.archbee.com/api/optimize/amOMwpmEgToJSqhaSTxXr/YcQLiE_fK7MFPBwF1Gl4O_advanced-settings-1.png) ### Invoice Auto-Matching to Order If you select the checkbox, then we will Auto Match newly discovered Invoices to an Order if a Salesforce Account only has one Order on it If the Invoice reference while creating an Invoice in Xero, and the field in the below first input text box, contain identical values (case-sensitive), then we will match that invoice to that Order If you select any delimiter in the second input text box, then we will consider the text before the first occurrence of this delimiter in the Reference field (while creating Invoice in Xero) during Auto Match to an Invoice **Account and Opportunity Rollups Calculation: **Breadwinner calculates various totals and displays them as "Total Invoiced", "Total Paid", "Total Credited", etc. Breadwinner will calculate rollups on the Account and Opportunity based on the following you have selected: 1. Do Not Calculate Rollups: As the name says, we will not calculate rollups on the Account and Opportunity, if you select this 2. Gross (Invoice Total): Based on the Invoice Total amount, which includes tax 3. Net (Sub-Total): Based on the Invoice SubTotal amount, which excludes tax **Custom Invoice Number from Opportunity: **Normally, Xero will assign an Invoice number to any Invoices created by Breadwinner. However, you can optionally set your own Invoice number while creating an Invoice from Opportunity, based on an Opportunity custom field you specified here. **Custom Invoice Number from Order: **Normally, Xero will assign an Invoice number to any Invoices created by Breadwinner. However, you can optionally set your own Invoice number while creating an Invoice from Order, based on an Order custom field you specified here. **Sharing Settings: **If you select this checkbox irrespective of from which user you are creating an Invoice, by default it uses Account owner as the Invoice owner **Decimal Places: **By default, Breadwinner displays Invoice Quantity, Rate/Unit price, Tax Amount and Line Amount in 2-digit decimal values (example: 3.14). Select this checkbox to see them in 4-digit decimal values (example: 3.1415). ![](https://api.archbee.com/api/optimize/amOMwpmEgToJSqhaSTxXr/TGx-OykKDElIvrTGiS9Gl_invoice-auto-matching-to-order1.png) ### Invoice fields from the Opportunity When creating Invoices from Opportunities and Opportunity products, we populate data in the Invoice from standard Salesforce fields. However, you might have your own field you had like to use to prepopulate the Invoice. you can select your own custom fields below. If you had like to use two or more fields, we suggest you combine them using a formula. Invoice fields are populated from the Opportunity object. Please select a field or formula field below. This only affects Invoices created from Opportunities. Please note: All mapped fields must be on the Opportunity. If you wish to map data on an object other than the Opportunity, please create a formula field on the Opportunity to pull in this data ### Opportunity to Invoice line item If you want one Invoice line item populated from the Opportunity fields, you can use this section. It is applied to only one line item on the New Invoice page. you can specify the position of this line item to be first or the last line on the Invoice when compared with the line items from the Opportunity product. For the Account Revenue, Tax, and Tracking categories, you must provide values that already exist in Xero. For security and data accuracy reasons, if the match is not exact, we will leave that field blank on the Breadwinner New Invoice page, allowing you to manually populate it before committing to Xero Please note: All mapped fields must be on the Opportunity. If you wish to map data on an object other than the Opportunity, please create a formula field on the Opportunity to pull in this data ![](https://api.archbee.com/api/optimize/amOMwpmEgToJSqhaSTxXr/IBXPaUE0zPupgKMjRlJqP_invoice-fields-from-opportunity.png) ### Invoice line item fields from the Opportunity Product Invoice Line items are normally populated from the Opportunity Product fields. We presume you use the standard fields Description, Amount, and Quantity. However, you may wish to override these fields with your own custom fields. Additionally, you may want to populate the Account Revenue, Tax, and the optional Xero Tracking Category fields For the Account Revenue, Tax, and Tracking categories, you must provide values that already exist in Xero. For security and data accuracy reasons, if the match is not exact, we will leave that field blank on the Breadwinner New Invoice page, allowing you to manually populate it before committing to Xero Please note: All mapped fields must be on the Opportunity Product. If you wish to map data on an object other than the Opportunity Product, please create a formula field on the Opportunity Product to pull in this data ![](https://api.archbee.com/api/optimize/amOMwpmEgToJSqhaSTxXr/treTOkLXq3OvBg9hvlzau_invoice-line-item-from-opty-product.png) ### Invoice fields from the Order When creating Invoices from Order and Order products, we populate data in the Invoice from standard Salesforce fields. However, you might have your own field you had like to use to prepopulate the Invoice. you can select your own custom fields below. If you had like to use two or more fields, we suggest you combine them using a formula. Invoice fields are populated from the Order object. Please select a field or formula field below. This only affects Invoices created from Order. Please note: All mapped fields must be on the Order. If you wish to map data on an object other than the Order, please create a formula field on the Order to pull in this data. ### Invoice line item fields from the Order Product Invoice Line items are normally populated from the Order Product fields. We presume you use the standard fields Description, Amount, and Quantity. However, you may wish to override these fields with your own custom fields. Additionally, you may want to populate the Account Revenue, Tax, and the optional Xero Tracking Category fields For the Account Revenue, Tax, and Tracking categories, you must provide values that already exist in Xero. For security and data accuracy reasons, if the match is not exact, we will leave that field blank on the Breadwinner New Invoice page, allowing you to manually populate it before committing to Xero Please note: All mapped fields must be on the Order Product. If you wish to map data on an object other than the Order Product, please create a formula field on the Order Product to pull in this data ![](https://api.archbee.com/api/optimize/amOMwpmEgToJSqhaSTxXr/p2iZafFwHx5aM6Oq2mFKP_invoice-fields-from-the-order.png) ### Partial and Sequential Invoice Partial Invoices are created from only some of the Opportunity Products-those that are checked. Create a custom checkbox field (formula or regular checkbox) on the Opportunity Product. Only checked Opportunity Products will be passed to the Invoice ![](https://api.archbee.com/api/optimize/amOMwpmEgToJSqhaSTxXr/c4yaMPpcPKrjoag8JWsfm_partial-and-sequential-invoice.png)