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 — completely free, no plan limits
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

Xero's repeating invoices feature is one of its strengths. InvoiceQuickly's recurring billing is coming soon. For now, duplicate your last invoice to each recurring client and update the dates. If you rely on automated sending for many clients, you may want to keep Xero's repeating invoices active during the transition period.

Step 5: Update Payment Methods

Xero integrates with payment providers like Stripe, GoCardless, and PayPal for online invoice payments. InvoiceQuickly's payment integration is in development. During the transition, include your bank details (sort code/account number for UK, BSB/account for AU) or a payment link directly on each invoice.

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 multi-user access with accountant permissions, Xero remains strong. But for fast, professional invoice creation at zero cost, InvoiceQuickly wins.

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

Xero charges for every invoice tier. InvoiceQuickly charges for none.

Get early access →

Full comparison: InvoiceQuickly vs Xero.