Get going with Xero Business Edition

This information is specific to Xero Business Edition users, but if you currently invoice through Xero, your system is capable of eInvoicing. If any details don’t apply to your software version, please refer to Xero Central for the latest instructions.

Step 1: Get registered

Registering connects you to the Peppol eInvoicing network, and lets you receive eInvoices. To register, you’ll need your business’s New Zealand Business Number (NZBN) and the details of the contact person you will nominate for your business.

If you’re unable to complete the registration process, please refer to this Xero Central link:

Issues with registering to receive eInvoices(external link) — Xero Central

Step 2: Get ready to send

Before you start eInvoicing, your customer records need to include the New Zealand Business Number (NZBN) of the businesses you’ll be billing.

Updating these details takes a little bit of setup now, for easier, safer invoicing ‘ever after’. It should only take a minute or two per customer, and there’s no need to update all your customer records at once – you can work through them one by one as it suits you.

If you don’t have their NZBN, you can ask the customer, search on the NZBN directory, or use the free Business Match service on the NZBN website. If an organisation uses more than one NZBN across its business, select the one most relevant to you.

NZBN Business-Match(external link) — New Zealand Business Number

Notify your customers

Don’t forget to notify your customers about your eInvoicing setup! The more customers you send to and receive from, the more benefit you’ll get – such as smoother processing, less errors and delays that allow for faster payment, and improved e-security. Encourage your buyers to eInvoice you and give them the details they need.

You can email your customers, but also update your email signatures, cost estimates, or other assets your customers frequently see. You can find some sample images and messaging in our guidance for small and medium businesses.

Advice for small and medium businesses

Step 3: Receiving and sending

Once you’re registered for eInvoicing, you’re all ready to receive.

To send an eInvoice, just create an invoice as normal. Once you have entered the relevant contact, the option to ‘Send as an eInvoice’ will activate in the bottom right corner of the invoice screen.

Once you select this option, complete the details of your invoice as normal. If your customer requires a purchase order, contract number, project number or tender number as part of an invoice, make sure this information is entered in the ‘Reference’ field.