How to Set Up a Repeating Invoice in Xero

Learn how to configure a new repeating invoice in Xero, utilize dynamic date placeholders, and finalize the billing task in your Karbon workflow.

August 5, 2026 By Daniel Mladjen

This guide explains how to set up a repeating invoice in Xero for a new client during the onboarding process. Completing this ensures your client is billed accurately and automatically on a regular cadence using dynamic date placeholders.

This workflow is designed for billing specialists, bookkeepers, and accounting administrators responsible for client onboarding and managing recurring revenue.

Before starting, make sure the client's contact record has been synced from Karbon into Xero. If it hasn't synced, you will not be able to select the client when creating the invoice.

Navigate to Repeating Invoices

Step #1: Open the Sales dropdown menu in Xero and click Invoices. — Open the **Sales** dropdown menu in Xero and click **Invoices**.

Step #2: Click the Repeating tab to view your current recurring invoices. — Click the **Repeating** tab to view your current recurring invoices.

Step #3: Click New Repeating Invoice to create a new template. — Click **New Repeating Invoice** to create a new template.

Configure Invoice Details

Step #4: In the Reference field, enter the appropriate dynamic placeholder. For example, enter [Month Year-1] to dynamically display the previous month and year. — In the **Reference** field, enter the appropriate dynamic placeholder. For example, enter `[Month Year-1]` to dynamically display the previous month and year.

Step #5: Click the Invoice to field. — Click the **Invoice to** field.

Type the client's name and select their contact record.

Step #7: Click the Invoice Date field. — Click the **Invoice Date** field.

Step #8: Select the day of the month you want the automated invoice to generate. — Select the day of the month you want the automated invoice to generate.

Step #9: Select the Approve for Sending radio button so the invoice is automatically emailed to the client. — Select the **Approve for Sending** radio button so the invoice is automatically emailed to the client.

Add Line Items

Step #10: In the first line item, enter the description for your primary service. — In the first line item, enter the description for your primary service.

In the second line item, enter the description for your secondary service.

Enter the required Quantity for each service.

Enter the Unit Price for each line item.

Step #14: Select the appropriate revenue mapping in the Account dropdown. — Select the appropriate revenue mapping in the **Account** dropdown.

Step #15: Select any required tracking categories in the Work column. — Select any required tracking categories in the **Work** column.

Step #16: Verify your tax setting at the bottom of the invoice is correct, such as Tax Inclusive. — Verify your tax setting at the bottom of the invoice is correct, such as **Tax Inclusive**.

Customize Email Settings

Because you selected "Approve for Sending", Xero will prompt you to confirm the automated email message.

Step #18: Edit the email Subject line. Replace the default current month placeholder with [Month Year-1] if you are billing in arrears. — Edit the email **Subject** line. Replace the default current month placeholder with `[Month Year-1]` if you are billing in arrears.

Step #19: Update the email body text to ensure the month references match the subject line. — Update the email body text to ensure the month references match the subject line.

Step #20: Click the To field and verify or enter the client's email address. — Click the To field and verify or enter the client's email address.

Step #21: Click Done to save your message settings. — Click **Done** to save your message settings.

Complete the Task in Karbon

Step #22: Navigate back to the client's work item in Karbon. — Navigate back to the client's work item in Karbon.

Step #23: Locate the Create Recurring Invoice in Xero task and click the checkbox to mark it as complete. — Locate the **Create Recurring Invoice in Xero** task and click the checkbox to mark it as complete.

Q: Do I need to manually sync the contact from Karbon to Xero before creating the invoice?

A: Yes, ensure the client contact is pushed from Karbon to Xero so it populates correctly in the "Invoice to" field.

Q: Can I set up repeating invoice line items as reusable templates in Xero?

A: No, Xero does not currently support saving line item templates specifically for repeating invoices. You will need to manually enter or copy the lines from an existing repeating invoice.

Q: Why do we use `[Month Year-1]` in the reference and email subject?

A: This dynamic placeholder automatically inserts the previous month and year. This is highly useful when billing in arrears for the previous month's bookkeeping services.

Q: Why does Xero keep logging me out?

A: Xero's security settings often require you to log back in frequently, especially if your session times out or if you are using a VPN.

Term	Definition
Repeating Invoice	An automated invoice in Xero that is generated and sent on a regular scheduled basis.
Dynamic Placeholders	Bracketed text tags in Xero (like `[Month]`) that automatically populate with specific dates or data when an invoice generates.
Karbon	A practice management software used by accounting firms to track workflow, client communications, and tasks.
Tax Inclusive	A pricing setting where the entered unit price already includes the applicable tax amount.

How to Set Up a Repeating Invoice in Xero

Learn how to configure a new repeating invoice in Xero, utilize dynamic date placeholders, and finalize the billing task in your Karbon workflow.

August 5, 2026 By Daniel Mladjen

This workflow is designed for billing specialists, bookkeepers, and accounting administrators responsible for client onboarding and managing recurring revenue.

Before starting, make sure the client's contact record has been synced from Karbon into Xero. If it hasn't synced, you will not be able to select the client when creating the invoice.

Navigate to Repeating Invoices

Configure Invoice Details

Type the client's name and select their contact record.

Add Line Items

In the second line item, enter the description for your secondary service.

Enter the required Quantity for each service.

Enter the Unit Price for each line item.

Customize Email Settings

Because you selected "Approve for Sending", Xero will prompt you to confirm the automated email message.

Complete the Task in Karbon

Q: Do I need to manually sync the contact from Karbon to Xero before creating the invoice?

A: Yes, ensure the client contact is pushed from Karbon to Xero so it populates correctly in the "Invoice to" field.

Q: Can I set up repeating invoice line items as reusable templates in Xero?

A: No, Xero does not currently support saving line item templates specifically for repeating invoices. You will need to manually enter or copy the lines from an existing repeating invoice.

Q: Why do we use `[Month Year-1]` in the reference and email subject?

A: This dynamic placeholder automatically inserts the previous month and year. This is highly useful when billing in arrears for the previous month's bookkeeping services.

Q: Why does Xero keep logging me out?

A: Xero's security settings often require you to log back in frequently, especially if your session times out or if you are using a VPN.

Term	Definition
Repeating Invoice	An automated invoice in Xero that is generated and sent on a regular scheduled basis.
Dynamic Placeholders	Bracketed text tags in Xero (like `[Month]`) that automatically populate with specific dates or data when an invoice generates.
Karbon	A practice management software used by accounting firms to track workflow, client communications, and tasks.
Tax Inclusive	A pricing setting where the entered unit price already includes the applicable tax amount.

How to Set Up a Repeating Invoice in Xero

Learn how to configure a new repeating invoice in Xero, utilize dynamic date placeholders, and finalize the billing task in your Karbon workflow.

Navigate to Repeating Invoices

Configure Invoice Details

Add Line Items

Customize Email Settings

Complete the Task in Karbon

Q: Do I need to manually sync the contact from Karbon to Xero before creating the invoice?

Q: Can I set up repeating invoice line items as reusable templates in Xero?

Q: Why do we use [Month Year-1] in the reference and email subject?

Q: Why does Xero keep logging me out?

How to Set Up a Repeating Invoice in Xero

Learn how to configure a new repeating invoice in Xero, utilize dynamic date placeholders, and finalize the billing task in your Karbon workflow.

Navigate to Repeating Invoices

Configure Invoice Details

Add Line Items

Customize Email Settings

Complete the Task in Karbon

Q: Do I need to manually sync the contact from Karbon to Xero before creating the invoice?

Q: Can I set up repeating invoice line items as reusable templates in Xero?

Q: Why do we use [Month Year-1] in the reference and email subject?

Q: Why does Xero keep logging me out?

Q: Why do we use `[Month Year-1]` in the reference and email subject?

Q: Why do we use `[Month Year-1]` in the reference and email subject?