Look for your Xero subscription invoice through the link emailed to the billing contact or in the relevant account under Subscription & billing, then Billing accounts. It documents your business buying Xero. Invoices you issue to customers document your sales. This guide covers subscriptions billed directly by Xero.
First check who bills you
Check an earlier invoice or subscription notification to identify who bills you. If an intermediary rebills the service, request their document. You may not find that purchase in a direct Xero billing account.
If you bought the subscription through Apple App Store or Google Play, look in the purchase history of the corresponding store and account. Current Xero help distinguishes both stores. Merely using the mobile app does not mean the purchase went through a store. The route below covers direct Xero billing.
Have the notification, or need the subscriber?
Have the subscription email? Open its online invoice link and check the period and recipient. Xero describes a monthly billing email sent to the billing contact. A link does not mean that the message includes a PDF attachment.
No email: ask the organisation’s subscriber to open the organisation name → Subscription and billing → Billing accounts. Beside the correct billing account, open the menu and select View invoices. Click an invoice number to open the online invoice. The default view shows 12 months; Statement Type → Recent Bills - 24 months expands it to 24 months. In the open invoice, select PDF or Download → PDF, then open the saved file.
Not sure who the subscriber is? In the web version of Xero, click the organisation name and select My Xero. On the Home tab, find that organisation’s Subscription column. Click the subscriber’s name to see their email address. If you see Info, Upgrade and Transfer instead of a name, you are the subscriber. Follow Xero’s subscriber lookup guide.
Xero’s subscriber lookup guide →
Cannot find the document in the account you opened? Match the billing account to the purchase. One account can cover multiple organisations, so do not automatically expect a separate invoice for each.
Subscriber unavailable? Note the period, organisation and known payment details, then send a specific request to the person managing the subscription. Keep the item outstanding until you have the document. Exporting customer invoices will not replace it.
Two organisations do not necessarily mean two invoices
Fictional example: a business uses Xero for two organisations, Studio and Shop, paid through one billing account. Its accountant opens Studio and finds an invoice Studio issued to a customer. That records Studio’s sale, not its purchase of Xero.
The subscriber finds the bill for the relevant billing account. The accountant matches supplier, recipient, subscription descriptions, period and amount to the purchase. If it covers both Studio and Shop, there is no reason to seek another invoice solely because there are two organisations. Check which subscriptions the invoice actually includes.
This example helps identify the right purchase document. It does not determine tax treatment or how to record the expense.
Send a request someone can act on
Say which purchase you need to document. An organisation name alone may not be enough when one billing account covers several subscriptions.
Please send the Xero subscription invoice for [organisations] for [period]. The purchase details I have are [payment date and amount, if known]. Please check the relevant Billing account and whether the bill also covers our other organisations. I need Xero’s subscription invoice, not an invoice we issued to a customer. If it is only available online, please let me know how we can obtain a document for our agreed handover.
Fill in only details you know. Finding an invoice does not require asking for someone’s password or sharing their login.
Finding an invoice does not prove payment
An invoice can be available while unpaid or while a payment is processing. First confirm that it is the right subscription bill, then check its payment status separately.
Need a file for your accountant? Open the specific online invoice and select PDF or Download → PDF. Find the file in your downloads folder. If that option is missing in your account, ask the subscriber or Xero support for a copy. When handing it over, clearly distinguish a link from an attached document.
Open the file you obtain, match its details to the chosen bill and save it in the agreed location. If you only have a link, tell the recipient and agree how to supply the document later.
What email collection can pick up
HeyRup is preparing a service to find PDF invoices in a connected mailbox and hand selected documents to your accountant. A Xero online invoice link is not a PDF attachment. Obtain portal-only documents separately; do not rely on HeyRup opening the link or creating the original invoice.
Want a launch notification? Leave your email in the launch form on the English HeyRup website.