Documentation

Overview

There are two sides to Client Invoices:

Providers — businesses that invoice through Xero. You sign in with your Xero account and choose which clients to share, and who to share each client with.
Clients — the people you invoice. They receive an email invitation and view their invoices through a passwordless link. A client can be given access by more than one provider and sees everything in one place.

We only ever request read-only access to your Xero contacts and invoices, and you can revoke any share — or disconnect Xero entirely — at any time.

From the login page, choose . You'll be taken to Xero to approve access, then returned straight to your Clients page. There's no separate password to create — Xero is your login.

The first time you connect, Xero asks you to authorise these read-only permissions:

Your name and email address (to identify your account)
Read access to your contacts
Read access to your invoices

We can't change anything in Xero

Client Invoices never requests permission to create, edit, or delete anything in your Xero organisation. Access is read-only.

Choosing an organisation

If your Xero login has access to more than one organisation, an organisation switcher appears in the top navigation bar — the active-organisation menu, shown on every page. Pick the organisation you want to work in — the client and invoice lists always reflect the organisation that's currently selected.

To add another organisation later, use Sign in with Xero again and approve it; it'll appear in the switcher.

Your clients

The Clients page lists the customer contacts from your selected Xero organisation. Use the search box above the list to find a client by name or email — we keep a synced copy of your contacts in the background, so search stays fast no matter how many contacts you have.

Select a client to see their invoices. Each row shows the invoice number, date, amount, and status, and links straight through to the invoice in Xero.

On a client's page, choose at the top right. Enter the email address you want to share with and send the invitation. We email that address a secure link to view the invoices.

You share at the level of a whole client, not one invoice at a time — picking and sending an individual invoice on its own isn't supported yet. Sharing a client gives the recipient all of their finalised sales invoices:

Only sales invoices (money owed to you) are shared — never bills you owe suppliers.
Only finalised invoices — Authorised, Submitted, Paid, and awaiting payment are all shared. Drafts, voided, and deleted invoices are never shown.

Invoices are snapshotted

When you share, we save a snapshot of each invoice's key details — number, date, amount, and status — so your client's invoice list loads instantly without waiting on Xero. Opening an invoice takes them through to its secure page in Xero. If an invoice changes in Xero (for example it's paid or voided), the snapshot updates automatically.

Managing access

Below the invoices on each client's page is a Shared with list of everyone you've invited for that client, with their status. To remove someone, choose next to their email and confirm.

Revoking takes effect immediately: the person loses access to those invoices on their next page load, any unused invitation link stops working, and the share no longer appears in their portal.

Branding your portal

Your clients can see your brand rather than ours. Open Branding in the top navigation to set it up for the organisation you're currently working in — each connected Xero organisation is branded separately, so a bookkeeper managing several can give each one its own look.

There are four things to set:

Logo — PNG, JPG or WebP, up to 2 MB and 1000 × 400 pixels. It replaces our logo on your clients' sign-in page, their invoice list, and the emails they receive.
Portal colours — a background and a text colour for the portal chrome. A live preview of the client view sits beside the fields and updates as you pick, so you can see the result without opening the portal yourself.
Portal address — the web address your clients use, for example /portal/acme-ltd. Lowercase letters, numbers and hyphens.
Your website — where the “back to your website” link on your sign-in page sends people. Leave it empty for no link.

Your clients still always see your organisation's name, on every plan — it's how they know who shared the invoices with them. What branding changes is everything around it.

Branding is included on every paid plan

Any active subscription switches it on. On the free plan your portal address still works and your organisation's name still shows; your clients just see Client Invoices branding around it.

Nothing you've set is ever deleted. If a subscription lapses, your logo, colours and website stay saved and reappear the moment you subscribe again.

Linking from your website

The point of branding is that your clients can go straight from your own website to their invoices without it feeling like a different company. On the Branding page you'll find Your sign-in link — the exact address to use, with a button beside it. It updates as you change your portal address, so what you copy is always current.

Add it to your site as an ordinary link. Wording that works well:

“View your invoices”
“Client login”

Your client clicks it, lands on a sign-in page wearing your logo and colours, enters their email, and gets their one-time link as usual. If you've set your website address, there's a back link on that page to return them to your site.

Nothing is exposed by sharing the link

The sign-in page is safe to publish anywhere. It shows your organisation's name and branding and nothing else — no client names, no invoices. Anyone following it still has to prove they own an email address you've shared with before they see anything.

The invitation (for your clients)

When a provider shares invoices with you, you'll get an email from Client Invoices with a button to view them. The invitation link by itself doesn't sign you in or reveal anything — when you click it, we send a fresh sign-in link to that same email address to confirm it's really you.

Signing in

You don't need a password. To sign in (or to come back later), go to the client sign-in page, enter your email, and we'll email you a one-time link. Click it and you're in.

Links are single-use and short-lived

Each sign-in link works once and expires after 15 minutes. If a link has expired or already been used, just request another one.

Viewing invoices

After signing in you'll see every provider who has shared with you. Open a provider to see the invoices you've been granted, and open an invoice to view its details. If access to something is revoked, it simply stops appearing.

Security & privacy

Read-only Xero access. We can only read your contacts and invoices, never modify your organisation. Disconnect at any time from Xero or by removing your account.
Encrypted credentials. Your Xero tokens are encrypted at rest and never exposed.
Passwordless clients. Clients sign in with single-use links that expire after 15 minutes — there are no client passwords to leak.
You only ever see what's granted. Clients can only open invoices that have been explicitly shared with them; nothing else is reachable.
Instant revocation. Revoking a share — or deleting your account — removes access right away.
Safe to publish. Your sign-in page can go on your public website. It shows your branding and nothing else, it's protected against automated abuse, and it never reveals whether a particular email address is one of your clients.

Troubleshooting & FAQ

A client's invoices aren't showing

Only finalised sales invoices are shareable. If a client has only draft invoices, or only bills (purchases), there's nothing to share yet. Make sure the invoice is Authorised, Submitted, or Paid in Xero.

It says my Xero connection needs re-authorising

Xero connections can expire if they're left unused for a long time, or if access is revoked in Xero. Choose Reconnect Xero on the prompt (or use Sign in with Xero again) to restore the connection — your existing shares are unaffected.

Can a client get invoices from more than one business?

Yes. A client signs in with their email and sees every provider who has shared with them, each listed separately.

What if I shared with the wrong email?

Revoke that invitation from the client's Shared with list, then share again with the correct address. The old link stops working immediately.

Do I need a particular plan for branding?

No — any active subscription includes it, on every paid plan. The free plan keeps a working portal address and shows your organisation's name; the logo, colours and “powered by” footer are what a subscription adds.

What happens to my branding if I cancel?

Your clients go back to seeing Client Invoices branding, but nothing you've set is deleted — your logo, colours and website address stay saved. Subscribe again and your branding reappears immediately, with no need to set it up a second time. Your portal address keeps working throughout, so any link on your website stays live.

Can I change my portal address later?

Yes, from the Branding page. Bear in mind that any link already on your website points at the old address, so update it at the same time. A few words are reserved and some may already be taken by another business — you'll be told if the one you want isn't available.

Someone used an old link to my portal — what do they see?

They're sent to your organisation's own sign-in page, branded as yours, rather than a generic one. Out-of-date links and bookmarks still give your clients the right experience.

Can I embed the sign-in page inside my website?

Not as an embedded frame — a sign-in form inside another page is a well-known target for scams that mimic it, so we don't allow it. Link to it instead; your clients keep your branding either way. If you need invoices shown inside your own pages, get in touch and we'll talk through the options.

On the Branding page, under Your sign-in link, with a copy button beside it. See Linking from your website.