Everhour turns tracked billable work into invoices, then keeps Xero draft invoice status visible for accounting follow-up.
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| Description | Qty | Rate | Tax | Amount |
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This page is for turning billable work, expenses, client details, and payment terms into an invoice that can move into Xero without retyping the same data twice. Xero matters because the accounting record lives there: contact, line items, issue date, due date, invoice number, currency, tax fields, status, and payment records all belong in the ledger after export.
A practical Xero workflow starts with the client record, then adds the work being billed. Each line needs a clear description, quantity, unit amount, account code or account ID, tax type, and discount when one applies. In Xero, a sales invoice is an accounts-receivable invoice, known in the API as `ACCREC`, with statuses such as `DRAFT`, `AUTHORISED`, `PAID`, `VOIDED`, and `DELETED`.
A clean invoice separates header data from line data. Header fields identify the customer, invoice date, due date, reference, currency, and payment terms. Line fields explain the actual charge: a service description, quantity, unit amount, tax treatment, account mapping, and optional discount. Xero calculates a line amount as quantity multiplied by unit amount, reduced by any discount used on that line.
United States private-sector invoices do not follow one prescribed federal invoice form or a national VAT/GST invoice regime. Sales and use tax depend on state and local rules, nexus, the product or service, and the place of sale. Use the correct state-level sales-tax registration details when required, and avoid adding a VAT or GST number to a United States invoice unless the transaction actually belongs to a VAT/GST jurisdiction.
Xero should remain the accounting source for invoice status, payment amounts, due balances, and reconciliation details. The invoice app can assemble the invoice and send it to Xero, but the accounting workflow continues after export. Xero payment records can attach to an invoice and include the payment account, payment date, amount, reference, and reconciled status.
The common mistake is treating export as the end of the job. A draft invoice still needs review, approval, sending, payment matching, and reconciliation inside Xero. Xero exposes amount due, amount paid, payments, and fully paid date fields for tracking collection, and the payment amount cannot exceed the invoice's outstanding balance.
A one-off invoice tool is enough when you need a single client invoice, a small set of line items, and a manual Xero draft to review. It works for occasional billing as long as you can verify the client, tax treatment, account code, due date, and discount before the invoice moves into accounting.
A managed workflow fits better when billable hours and expenses repeat across projects. Everhour syncs Xero contacts into Everhour clients, builds invoices from billable time and expenses, exports them to Xero as drafts, and keeps status, number, issue date, and amount visible in Everhour. That gives billing teams a durable path from tracked work to accounting review.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A Xero-connected invoice should include the customer contact, invoice date, due date, invoice number or reference, currency, line items, account codes, tax types, discounts, and payment terms. Each line should have a clear description, quantity, and unit amount so the accounting record explains both the charge and the ledger mapping.
Everhour copies invoices created from billable hours and expenses into Xero as draft invoices. That keeps the accounting review inside Xero before approval, sending, payment matching, and reconciliation. Treat the draft as a handoff point, not as a completed collection record.
Line quantity, unit amount, discount, and tax type drive the invoice total. Xero defines line amount as quantity multiplied by unit amount, reduced by any discount. The invoice total equals subtotal plus total tax, and Xero separately tracks read-only amount due, amount paid, payments, and fully paid date fields.
Ordinary United States invoices should not show a national VAT or GST treatment because the United States does not use a national VAT/GST invoice regime. State and local sales and use tax rules control taxable sales, rates, registration, and collection duties. Apply the buyer's transaction rules before selecting a tax type.
The most common Xero handoff mistake is exporting lines without a usable account code, tax type, or customer match. That forces accounting staff to correct the draft before approval. Review line descriptions, quantities, unit amounts, discounts, tax treatment, and contact records before the invoice leaves the billing workflow.
Everhour's Xero integration syncs Xero contacts into Everhour clients, exports invoices built from billable hours and expenses as Xero draft invoices, and keeps Xero invoice status, number, issue date, and amount visible on the Everhour invoices page.
Everhour marks time as invoiced after it is included in an invoice, so the same billable time does not appear again as uninvoiced work. That invoice lock keeps future billing runs focused on new approved time and expenses.
Turn approved time and expenses into Xero draft invoices without rebuilding line items manually. Everhour connects client billing work to accounting review while preserving invoice status visibility.
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