Xero Tap to Pay: Accept Payments on the Go with Your Phone

Running a business on the go just got a whole lot easier! Xero’s latest feature, Tap to Pay on iPhone, is now available and it’s a game-changer for business owners who want to get paid quickly and simply, without any extra hardware.

What Is Tap to Pay on Phone?

Tap to Pay lets you accept card payments directly through your mobile phone app, no card reader or additional gadgets required. All you need is your phone and the Xero app, making payment processing seamless, mobile, and hassle-free.

Why This Matters for Your Business

As a Xero specialist, I’m always excited when technology helps simplify business operations, and this update fits perfectly into that vision. Here’s why Tap to Pay is a big deal:

• Get Paid Faster: No more delays waiting to send payment links or chase invoices. Close deals and receive payments on the spot.

• Simplify Your Toolkit: Forget carrying clunky card readers or juggling multiple apps. Tap to Pay integrates smoothly with your Xero ledger, keeping your payments, invoices, and accounting all in one place.

• Be Ready Anywhere: Whether you’re meeting clients at their location, a coffee shop, or a market stall, your phone becomes your portable payment terminal.

Streamline and Grow Your Business

The less time you spend managing payment tech, the more you can focus on what really matters, growing your business. Tap to Pay empowers you to streamline your workflow and provide a smooth, professional payment experience for your customers.

Want to Learn More?

If you’re curious about how Tap to Pay and Xero can simplify your payment processes and help you get paid faster, let’s chat! I’d love to show you how easy it is to accept payments on the go and eliminate unnecessary clutter from your business tools.

How to Reconcile a Bank Account in Xero

If you’ve ever looked at your bank balance in Xero and thought, “Why doesn’t this match my actual bank statement?”, you’re not alone. Luckily, Xero has a tool to help you match everything up and spot any mistakes or missing transactions.

Here’s a straightforward way to check your bank reconciliation.

Step 1: Run the Reconciliation Report

First, log into Xero and find your bank account. Click on the Options button, then select Reconciliation Report.

Let’s say your bank statement shows a balance of £3,914.09 at the end of last month. Enter that amount into the report.

Xero will then break down:

• The balance it currently shows,

• Any payments that haven’t cleared yet,

• And any transactions that haven’t been matched up.

These add up to explain the difference between Xero and your bank statement.

Step 2: Know Where to Look

Inside your bank account, you’ll see two tabs:

• Bank Statements (this is what comes straight from your bank)

• Account Transactions (this is what you or your accountant have recorded in Xero)

Filtering the dates to the end of last month, you can see if there are transactions in one place but not the other, these need to be matched or added.

Step 3: Spot Unreconciled Transactions

Transactions that don’t yet match will usually be highlighted. If you spot a payment from a customer or a bill payment that’s in your bank feed but not matched to an invoice or bill, you can usually link them or create a new transaction in Xero.

Step 4: When Things Don’t Match Up

Sometimes, the balance in Xero still doesn’t match your bank statement. This can be caused by:

• Duplicate or missing transactions,

• Bank feed issues,

• Or manual changes that cause confusion.

This can be tricky to fix if you’re not sure what to look for, this is where it’s best to consult with a Xero expert.

Why It’s Often Better to Get an Expert Involved

Reconciling your bank account is essential to keep your business finances accurate. You can do it yourself with these simple steps, but it can take time and a good eye for detail.

If you want to avoid the hassle and be confident your records are right, why not hand it over to someone who does this every day? Someone who can make sure your bank reconciliation is done quickly and correctly, leaving you free to focus on running your business.

📅 How to Manage Supplier Invoice Payments in Xero Using Planned Payment Dates

Managing supplier payments effectively is key to maintaining a healthy cash flow and staying on top of your payables. Xero offers a simple but powerful tool to help you plan your payment runs—Planned Payment Dates. In this post, we’ll show you how to use this feature to gain better visibility and control over your upcoming bills.

Step-by-Step: Setting Planned Payment Dates in Xero

1. Go to the 'Bills to Pay' Section
   From your Xero dashboard, head to Business > Bills to Pay, then click on the ‘Awaiting Payment’ tab. This will show you all the supplier invoices that are currently due for payment.

2. Assign Planned Payment Dates
   Now you can go through your list of bills and decide when you intend to pay each one:

   • For invoices that are already overdue, you might plan to pay them tomorrow—say, 22nd March.

   • For invoices due later in the week, you might decide to schedule them for Monday.

   • If an invoice is due on 6th April, you could plan to pay it a day early—Friday 5th April, for instance.

3. View Your Planned Payments Summary
   Once your planned payment dates are entered, you’ll see a summary line at the top of your bills screen. This summary breaks down the total value of invoices planned to be paid on each date—so you can instantly see how much you’re committing to pay on a given day.

4. Drill Down by Date
   Click on any planned payment date to view only the invoices associated with that date. This is a great way to quickly prepare for upcoming payment runs or to confirm what's scheduled for a specific day.

Why Use Planned Payment Dates?

• 🧮 Improve Cash Flow Management: By seeing upcoming outflows in advance, you can make sure you have enough funds to cover them.

• ✅ Better Controls Over Payables: Avoid last-minute payments or missed deadlines by proactively assigning payment dates.

• 📊 Streamlined Planning: Plan weekly or monthly payment runs with ease and accuracy.

By making full use of planned payment dates in Xero, you’ll be able to stay organised, manage your working capital more effectively, and reduce the stress that comes with last-minute supplier payments.

Managing Bills in Xero: Make It Work for You

When you're reviewing your bills in Xero, it's easy to feel overwhelmed by the sheer volume of information in front of you. Thankfully, Xero offers several features to help you focus on what’s relevant, filter out the noise, and save time.

Here’s a quick guide to managing your Bills to Pay view more effectively:

1. Customise Your Columns

You don’t need to see every column Xero offers. You can tailor your view by selecting only the columns that are relevant to you.

• Click on the column settings to hide unnecessary fields.

• If you want to start fresh, just hit Reset to Default.

2. Use Compact View for More Visibility

If you need to see more on one screen, switch to Compact View. This tightens up the layout so you can see more invoices at a glance, no endless scrolling required.

3. Set Your Default View

You can choose which section of the Bills to Pay tab loads by default.

Options include:

• All

• Draft

• Awaiting Approval

• Awaiting Payment

• Paid

Choose the one that fits your workflow best so you're not clicking around each time you log in.

4. Filter by What Matters

Filters let you zero in on exactly what you want to see:

• View only overdue bills

• Hide credit notes if they’re not relevant

• Focus on specific statuses

You can always return to the standard view by clicking Reset to Default.

5. Search & Filter by Date

Use the search bar to find bills by:

• Contact name

• Invoice amount

• Reference

• Date range

When filtering by date, choose what the date refers to:

• Transaction date (the invoice date)

• Due date (when the bill is payable)

• Planned date (when you intend to pay it)

This is especially handy for forecasting and managing cash flow.

Wrapping Up

With just a few clicks, you can transform the way you manage bills in Xero — making it easier to stay on top of your payables and focus on what matters.

If you’d like help getting this set up or exploring other Xero features, feel free to get in touch.

How to Invoice Using Xero: A Step-by-Step Guide

If you're running a business, getting paid is important. And the faster and more professionally you can send out your invoices, the better your cash flow will be. That’s where Xero comes in, it’s a powerful, cloud-based accounting system that makes invoicing simple and efficient.

In this guide, we’ll walk you through how to create and send an invoice using Xero, along with a few tips to make the most of the features available.

Why Use Xero for Invoicing?

Xero isn’t just for accountants — it’s designed for small business owners too. Its invoicing tool allows you to:

• Create professional, branded invoices

• Send them directly from your phone or laptop

• Track when invoices are opened

• Set up automatic reminders

• Accept online payments to speed things up

Let’s dive into the process.

Step 1: Set Up Your Branding

Before sending your first invoice, make sure your branding is set up.

Go to:
Business > Invoices > Invoice settings

Here, you can:

• Upload your logo

• Choose fonts and layout

• Set payment terms (e.g., due in 14 days)

• Add default messages or payment instructions

This gives your invoices a professional look and keeps them consistent with your brand.

Step 2: Create a New Invoice

To create an invoice:

1. Go to Business > Invoices

2. Click New Invoice

3. Fill in the details:

   • To: Choose an existing contact or create a new one

   • Date & Due Date: Set the invoice and payment dates

   • Reference: Optional, but useful if the client needs a PO number

   • Description: Add what you’re billing for (product, service, hours worked, etc.)

   • Amount: Enter quantity, price, and any VAT

You can also use saved items if you invoice for the same services regularly.

Step 3: Review & Send

Once you're happy with the invoice:

• Click Preview to check how it looks

• Then hit Email (or save as draft if you want to send later)

Xero lets you customise the email message too. You can keep it short and sweet, or add any key notes the client might need.

Step 4: Add Online Payment Options (Optional, but Recommended)

If you want to get paid faster, set up online payments like Stripe, GoCardless or PayPal.

Go to:
Settings > Payment services
Follow the instructions to connect your payment provider.

Once connected, your invoices will include a "Pay now" button — making it easier for clients to pay you on time.

Step 5: Track and Chase Payments

After sending an invoice, you can see:

• If it’s been viewed

• When it’s due

• Whether it’s been paid

Xero can also send automatic reminders on your behalf (e.g., 3 days before due, 1 day after due, etc.), so you don’t have to chase manually.

Bonus Tips:

• Recurring Invoices: For regular clients, use Xero’s repeating invoice feature

• Attach Files: Add timesheets, receipts or notes as attachments

• Mobile App: Create and send invoices on the go via Xero’s mobile app

• Invoice in Multiple Currencies: If you deal internationally, Xero supports this too (on certain plans)

Final Thoughts

Invoicing with Xero is quick, easy, and helps you keep your finger on the pulse of your cash flow. Whether you’re just starting out or managing a growing business, getting your invoicing process right is one of the simplest ways to stay on top of your finances.

Need help getting started or want a walkthrough of how this works in your specific setup? Feel free to book a call with me — I’ll help you get up and running in no time.