How to Switch from Xero Invoicing to InvoiceQuickly

Xero is a respected cloud accounting platform, especially popular in the UK, Australia, and New Zealand. But if you're paying $29–$78/month primarily to send invoices, the math doesn't work. Xero's Starter plan limits you to 20 invoices per month — that's less than one per business day.

InvoiceQuickly offers free AI-powered generation with 5 invoices and 5 clients on the free plan, unlimited on paid, plus 200+ professional templates. Here's how to migrate.

Why People Leave Xero for Invoicing

Invoice caps on lower plans. Xero's Starter plan ($29/month) limits you to 20 invoices and 5 bills per month. If you invoice weekly per client, you hit that limit fast. Upgrading to Standard ($46/month) or Premium ($78/month) removes caps but adds cost for features you may not need.

Accounting-first design. Xero was built for accountants. The interface assumes familiarity with accounting workflows — bank feeds, reconciliation, chart of accounts. Creating a simple invoice takes more clicks than it should.

Template limitations. Xero offers a handful of invoice themes with limited customization. If you want industry-specific or country-specific formatting, you're out of luck without third-party add-ons.

Step 1: Export Your Data from Xero

1. Log in to Xero and go to Contacts → All Contacts
2. Click Export to download your contact list as a CSV (includes names, emails, addresses, tax IDs)
3. Go to Business → Invoices and export your invoice history — you can filter by date range and status
4. For each invoice, you can also download individual PDFs via the print/PDF option
5. Note any repeating invoices under Business → Invoices → Repeating — record the client, amount, and frequency

Xero's export documentation covers additional export options for reports and transactions.

Step 2: Set Up InvoiceQuickly

1. Sign up at InvoiceQuickly — no card required; the free plan includes 5 invoices and 5 clients
2. Add your business details: company name, registered address, logo, tax/VAT registration number
3. Browse the template library — look for templates tagged for your country (UK, AU, NZ formats include region-specific fields)
4. Generate your first AI invoice: type a description like "consulting services for March, 3 days at £450/day, plus VAT at 20%, due Net 30" and get a polished PDF instantly

Step 3: Import Your Client List

Use your Xero contacts CSV to add clients in InvoiceQuickly. Transfer business names, contact emails, billing addresses, and VAT numbers so your invoices are correct from the first send.

Step 4: Recreate Recurring Invoices

InvoiceQuickly Pro supports recurring schedules with optional automatic sending and reminders. Recreate the recurring profile once, review the first generated invoice, and then choose whether future runs should send automatically.

Step 5: Update Payment Methods

InvoiceQuickly Pro connects your own Stripe or PayPal account to create hosted payment links and record verified payments. The processor—not InvoiceQuickly—handles the money and charges its own fees; bank transfers and other payments can still be recorded manually.

Step 6: Inform Your Clients

A quick email to regular clients keeps things smooth:

"We're moving to a new invoicing tool. Your next invoice will come from InvoiceQuickly — same payment details, same terms, just an updated format. No changes needed on your end."

What You Gain vs. What You Lose

Xero's strength is its accounting ecosystem and integrations. If you need bank feeds, payroll, and accountant access, keep Xero. InvoiceQuickly is the narrower option when prompt-first outbound invoice creation is the main need.

Frequently Asked Questions

Does InvoiceQuickly support VAT invoicing for UK/EU businesses?

Yes. You can add VAT registration numbers, apply VAT rates per line item, and generate invoices compliant with HMRC requirements. Templates for UK, EU, and Australian businesses include the right fields by default.

Can I send invoices in multiple currencies?

Yes — InvoiceQuickly supports 25+ currencies out of the box. The multi-currency invoicing guide explains how exchange rates and currency formatting work.

What happens to my Xero subscription when I switch?

Cancel it whenever you're ready. Your exported data is yours to keep. Xero retains your data for a period after cancellation, but don't rely on that — export everything before you cancel.

Is InvoiceQuickly suitable for businesses with accountants?

InvoiceQuickly focuses on invoice creation. You can share invoice PDFs with your accountant for their records. For businesses that need their accountant to have direct platform access, this is a workflow change worth discussing with your accountant first.

Start Invoicing for Free

InvoiceQuickly has a limited free plan; Pro is $9/month for unlimited invoices, clients, and AI drafts.

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Full comparison: current InvoiceQuickly pricing and features.