Step by step
Download the invoice from Xero
Sign in to Xero as the subscriber for the billed organization.
Open My Xero and select Billing accounts, or open the invoice link from Xero Subscription Notifications.
Choose the billing account and required monthly invoice.
Open the invoice number from the recent statement or invoice list.
Save or download the invoice as PDF; use CSV when a detailed export is offered.
Check for separate billing accounts when organizations are subscribed in different countries.
Make next month easier
Doing this again next month?
Compare a shared inbox, portal collection and bookkeeping tools. See what each approach can handle, what it costs, and where you still need the billing owner.
Older documents
Where historical invoices are stored
My Xero > Billing accounts, with 24 months of subscription invoice history.
Missing evidence
What to do if an invoice is missing
Confirm the subscriber account and billing-account region, search the billing contact's Xero Subscription Notifications email, and contact Xero Support for an invoice older than 24 months.
Troubleshooting
Common retrieval problems
- A user with accounting permissions is not the subscription owner.
- The subscription invoice is confused with an invoice created for a Xero customer's customer.
- An organization in another country uses a separate billing account.
- An invoice older than 24 months is expected to remain self-service.
Reconciliation
Match the invoice to a card or bank charge
- Match billing account, organization name, invoice period, and currency.
- Separate advance subscription charges from payroll or bank-feed charges billed for the prior month.
- Use split plan-period lines and discounts to explain changes in monthly totals.
Verification
Sources and review date
Last verified August 28, 2026. If the vendor portal has changed, use the linked official documentation.