Who this guide is for
This guide is for the person who processes the transactions: invoicing customers, capturing supplier bills and reconciling the bank. That might be you, an office manager or a bookkeeper. You don't need an accounting background.
We use it as the leave-behind after we train a client's team. It is public so that anyone running Xero in South Africa can use it.
- New to Xero? Read the set-up and everyday pages in order once.
- After that, use the routine checklist every week and every month end.
- Stuck? Check common mistakes, then the help section at the bottom of this page.
VAT returns, journals, the chart of accounts and payroll are left out on purpose. Those belong with your accountant.
Getting started
Log in at login.xero.com with your own email address. Never share a login. Each person who uses Xero needs their own user, so every change shows who made it.
First login
- Open the invitation email from Xero and set your password.
- Set up two-step authentication. Xero asks for this on first login. Use the Xero Verify app or an authenticator app on your phone.
- Save your backup codes somewhere safe, away from your phone.
Find your way around
| Where | What you use it for |
|---|---|
| Home (dashboard) | Bank balances, items to reconcile, invoices owed to you, bills to pay |
| Sales | Quotes, invoices, credit notes, customer payments |
| Purchases | Bills, purchase orders, supplier payments |
| Accounting | Bank accounts, reports, documents |
| Contacts | Customers and suppliers |
| Search (magnifying glass) | Find any invoice, bill, contact or amount |
| ? (help) | Xero Central articles for the screen you are on |
More than one business? Click your organisation name at the top left and choose the other business. Always check the name at the top before you capture anything.
Mobile app. The Xero Accounting app lets you photograph receipts, raise invoices and check balances on the go.
Contacts
Set up each customer and supplier once, correctly, and every invoice and bill after that is quicker. Search first before adding a new contact so you don't create duplicates.
- Go to Contacts and click New contact.
- Enter the full registered business name, as it appears on the CIPC record or the supplier's tax invoice, or the person's full name.
- Add the billing email address, so invoices and statements reach the right person.
- Add the address, VAT number and company registration number if the contact has them. A South African VAT number has 10 digits and starts with a 4. For VAT-registered customers, your tax invoices over R5,000 must show their name, address and VAT number, so capture these now.
- Optional: set the default account, tax rate and payment terms. Xero then pre-fills these on each invoice or bill.
- Click Save.
Confirm new supplier banking details by phone, on a number you already have, before you pay. Fake "change of bank details" emails are one of the most common frauds against South African businesses.
Archive a contact you no longer deal with. Don't delete a contact that has history. To merge duplicates, open one contact, choose Options then Merge, and pick the contact to keep.