How to Make the Most of Xero

Written by Asim Qureshi
By Asim Qureshi, CEO Jibble

Hi, I’m Asim Qureshi, the CEO, and co-founder of Jibble, a cloud-based time and attendance software. I have several years of experience in building and scaling software products and teams across various industries and markets. Before I founded Jibble, I worked as a VP at Morgan Stanley for six years. I’m here to help uncover how to make the most of Xero.


Xero is a leading cloud-based accounting software designed to help businesses manage their finances more efficiently. With its user-friendly interface and powerful features, Xero simplifies bookkeeping, invoicing, and expense tracking while providing valuable insights into financial health.

In this article, we will delve into a range of effective strategies and tips to maximize the potential of Xero. From selecting the ideal plan for your business to harnessing the power of integration tools, we aim to equip you with the knowledge to optimize financial processes and enhance efficiency while saving valuable time.

Let’s explore the world of Xero and uncover how to unleash its full potential, making your accounting processes smarter, more organized, and hassle-free.

1. Choose the right plan

Choosing the right Xero plan is crucial to optimize your experience with the platform. Xero offers multiple subscription plans tailored to different business needs, ranging from small businesses to large enterprises. Each plan comes with specific features and pricing, so it’s essential to assess your business requirements before making a decision.

When considering the right plan, you should take into account factors like the number of users who will access the account, the volume of transactions, the need for payroll or multi-currency support, and the size of your business. Carefully assess the features offered in each plan and choose the one that best aligns with your current needs and growth projections.

Xero offers a few pricing plans that depend on your business needs.

  • Starter: For $25/month, the Starter plan includes features such as reconciling bank transactions, sending quotes or invoices, and capturing receipts with Hubdoc.
  • Standard: For $40/month, the Standard plan includes all features of the Starter plan including additional features such as bulk transaction reconciliation.
  • Premium: For $54/month, the Premium plan includes all features of the Standard plan including additional features such as being able to use multiple currencies.

2. Create customizable user roles

One of the key ways to make the most of Xero is by creating customized user roles. Xero allows you to grant specific access and permissions to different users within your organization. This feature empowers you to control what each user can see and do in the accounting system, enhancing security and streamlining workflows.

By creating custom user roles, you can ensure that sensitive financial information is only accessible to authorized personnel. For example, you may want to restrict access to financial reports or payroll data to specific individuals like accountants or HR managers, while allowing other team members to handle day-to-day invoicing and expense tracking.

The process of setting up custom user roles is straightforward. Within Xero, you can define role-based permissions, granting or restricting access to various modules and functions. You can specify whether a user can view, edit, or create transactions, manage contacts, access bank account information, or perform administrative tasks.

3. Utilize their integration tools

Integrating Xero with other software and tools can complement and enhance its capabilities. Xero allows seamless integration with a wide range of applications, creating a unified and efficient workflow for your business. By leveraging these integrations, you can streamline processes, save time, reduce manual errors, and gain valuable insights to make better-informed decisions.

For example, you can integrate time tracking software with Xero to automate employee hours recording and payroll processing. This integration ensures accurate and timely payroll calculations, eliminating manual data entry and reducing administrative burden. It also facilitates easy billing for projects or clients based on tracked hours.

Xero is a powerful accounting and financial management platform, but its true potential is unlocked when it seamlessly works with other applications to create a unified ecosystem.

4. Scanning your receipts

Using Xero’s mobile app receipt scanning feature is a powerful way to make the most of the platform’s efficiency and convenience. With just a simple photo, the app automatically extracts relevant details from the receipt and populates them into Xero. This feature eliminates the need for manual data entry, reducing the chances of errors and saving you valuable time.

By capturing expenses in real time as they occur, you can stay on top of your financial records and ensure accuracy in expense reporting. No more lost receipts or delayed data entry; with Xero’s mobile app, you can effortlessly manage expense claims on the go, even when you are away from your desk. 

Moreover, Xero’s mobile app receipt scanning feature enhances the overall workflow efficiency. You can conveniently upload receipts immediately after incurring an expense, allowing the finance teams to process reimbursements and expense claims faster. This expedites the entire expense management process, increasing productivity and freeing up time for more strategic financial tasks.

5. Using shortcuts with their “+” icon

Xero’s “plus” (+) icon is a versatile tool offering multiple functionalities within the platform. The icon is conveniently located at the top right corner of the Xero interface, providing quick access to various essential tasks.

First and foremost, this icon allows you to create new transactions with ease. Whether it’s generating invoices, bills, expenses, or purchase orders, the “plus” icon serves as a one-stop solution to quickly initiate these transactions. This streamlines the entire process, reducing the time spent navigating through different sections of Xero and enabling you to focus on other critical aspects of your business.

Final Thoughts

In conclusion, making the most of Xero entails choosing the right plan, controlling usage, and integrating additional tools to optimize financial processes and boost business productivity.

As Xero continues to evolve, you should stay informed about its latest features and updates that will enhance your financial management capabilities. By adopting these strategies and taking a proactive approach, you can unleash the full potential of Xero, empowering your business to achieve greater success. With efficiency, precision, and valuable insights, Xero becomes a powerful asset in effectively managing and growing your business.