How to download all Xero invoices as separate PDFs
Your accountant, an auditor, a new document system or a customer wants every invoice as its own file. Xero's own download puts the invoices you select into one combined PDF. Here is how to get one PDF per invoice: by hand for a few, or all at once in a ZIP.
What Xero gives you
In Xero you can open one invoice and download its PDF, or select many invoices in the list and print them. The selection comes out as one PDF with every invoice in it, one after another. That is fine for printing, but not when each invoice has to be filed, attached or sent on its own.
By hand, for a few invoices
- Open the sales invoice list in Xero and filter it by date or status.
- Open an invoice, choose Print PDF, and save the file under the invoice number.
- Repeat for each invoice, and keep a list of what you saved.
This works for a dozen invoices. For a year of invoices it takes hours, and a missed or misnamed file is easy to overlook.
All at once, in a ZIP
Bulk Invoice PDF Download for Xero asks Xero for the PDF of each invoice, one by one, and puts them in ZIP files:
- each file named by invoice number (INV-0123.pdf), optionally with the customer or the date;
- folders by month or by customer, credit notes in their own folder;
- an index.csv in every ZIP with one row per PDF, and any PDF Xero would not hand over listed, never dropped.
It downloads sales invoices and sales credit notes that are awaiting approval, awaiting payment or paid. It does not download drafts, voided or deleted documents, bills or supplier credit notes. You choose the dates, the statuses and, if you like, part of a customer name.
Counting is free: you see how many PDFs match, what is left out and why, and the first 10 file names. To download them all, a 30-day pass for the organisation, paid once: $29 for up to 1,000, $49 for up to 3,000 or $79 for up to 10,000 PDFs.
How long it takes
Xero allows an organisation about 60 calls a minute and each PDF is one call, so 1,000 invoices take around 20 minutes. The ZIP streams from Xero to your browser as it goes; keep the tab open until it finishes.
Questions
Can Xero download all invoices as separate PDFs?
Xero lets you select invoices and print or download them, but the selection comes out as one combined PDF. To get one file per invoice you open and download them one at a time, or use a tool that asks Xero for each invoice's PDF, as Bulk Invoice PDF Download does.
How are the PDF files named?
By invoice number, for example INV-0123.pdf. You can add the customer name, or the date and the customer. Two invoices with the same number get two files: the second is INV-0123 (2).pdf.
How are the folders laid out?
By month (Sales invoices/2026-03/) or by customer (Sales invoices/Acme Ltd/). Credit notes go in their own folder. Every ZIP has an index.csv with one row per PDF.
Which invoices are included?
Sales invoices and sales credit notes that are awaiting approval, awaiting payment or paid, filtered by date, status and customer if you like. Drafts, voided and deleted invoices, bills and supplier credit notes are not downloaded; the count lists what was left out.
Does it change anything in Xero?
No. Counting and downloading only read your invoices, and Xero shows read-only access when you connect.
How long does it take?
Each PDF is one call to Xero, and Xero allows an organisation about 60 calls a minute, so 1,000 invoices take around 20 minutes. Large runs are split into ZIP parts.
What does it cost?
Counting, the list of what is left out and the first 10 file names are free. To download them all: a 30-day pass per organisation, paid once: $29 up to 1,000, $49 up to 3,000, $79 up to 10,000 PDFs. The count tells you which one you need.