How to post
How to post invoices from Xero
Xero generates beautifully formatted invoices — but still requires you to print, envelope, and post them yourself. This guide walks through the fastest way to route Xero invoices through Intelliprint so they're printed and posted same-day from our Leeds facility. About 10 minutes for the first send; two clicks each time after that.
Last reviewed · By Intelliprint Team
Cover for the Xero → Invoices how-to: a wide screenshot of the tool with a print/post overlay so readers know what they'll be doing.
Awaiting uploadBefore you start
- An Intelliprint account with credit loaded
- A Xero account with admin-level access to invoices
- A Windows or Mac machine with a modern browser
Export the invoice from Xero as a PDF
Open the invoice you want to post in Xero. From the invoice view, click Print PDF (or use the Print dropdown menu) and save the file to your computer. This gives you a clean, PDF version of the invoice — with your Xero branding, layout, and payment details preserved exactly as the customer expects to see them.
Screenshot pendingScreenshot for step 1 of "How to post invoices from Xero": Export the invoice from Xero as a PDF.
Awaiting uploadSign in to Intelliprint and upload the PDF
Sign in to your Intelliprint dashboard. Click New mailing or the upload panel on the home screen. Drop the Xero PDF into the upload area.
Screenshot pendingScreenshot for step 2 of "How to post invoices from Xero": Sign in to Intelliprint and upload the PDF.
Awaiting uploadConfirm the recipient address
Most Xero invoice templates position the customer address in a standard window-envelope position. Intelliprint will automatically detect and extract it. If your template is customised and the address isn't detected, you'll be prompted to enter it manually — takes 30 seconds.
Screenshot pendingScreenshot for step 3 of "How to post invoices from Xero": Confirm the recipient address.
Awaiting uploadChoose envelope size and postage class
For most invoices, the default C5 envelope and 2nd Class postage are right — and cost from 84p including printing and postage. For overdue invoices or anything that needs to land faster, upgrade to 1st Class. Signed and Special Delivery are available where proof-of-delivery matters.
Screenshot pendingScreenshot for step 4 of "How to post invoices from Xero": Choose envelope size and postage class.
Awaiting uploadPreview and confirm
Click Preview to see exactly what will be printed and how it'll look in the envelope window. Check the address is correct and the invoice layout looks right. If something's off, you can re-upload or edit before committing. Once you're happy, click Confirm. Upload before 3pm and it's posted the same day.
Screenshot pendingScreenshot for step 5 of "How to post invoices from Xero": Preview and confirm.
Awaiting upload
Troubleshooting
The address isn't being detected automatically
Xero's default invoice template places the address correctly, but if you've customised the template and moved the address block, Intelliprint may not auto-detect it. You'll be prompted to enter the address manually when you upload — or you can adjust the template in Xero under Settings → Invoice Settings to restore the standard window position.
I send a lot of invoices every month — is there a faster way?
For invoice volumes over 20-30 a month, uploading one at a time starts to feel painful. Two better options: use Xero's bulk PDF export to download a batch, then upload them together through the dashboard; or trigger invoices through the Intelliprint API via Zapier when they're marked 'Sent' in Xero. Our Zapier integration handles the routing.
Can I add extra Intelliprint branding to my letters?
Yes. Upload your Xero branding as a background (letterhead) in your Intelliprint account once — then every invoice posted via Intelliprint will have your letterhead automatically applied. This is useful if you want more than Xero's built-in template offers.