Setting up Xero invoice templates for each payment method

Why this matters

When Nagaris creates an invoice in Xero, it applies a Xero branding theme to control what your client sees, especially the payment instructions at the bottom of the invoice. There are three payment paths a client can take, and each one needs its own branding theme so the invoice shows the right instructions (or none at all).

Set these up in Organisation settings > Xero Accounting Settings, under "Which invoice does each client see?"

The three templates

1. When Nagaris collects the payment (Auto-collect / Pull)
   Used when Nagaris charges the client's saved card or bank account automatically. Pick a branding theme with no bank details and no "please pay" line, since the invoice should simply confirm the payment is already taken care of.

2. When the client pays into your Nagaris account (Push)
   Used when the client pays by PayID or bank transfer using the unique account number and PayID Nagaris gives them. Nagaris adds these payment details to the invoice for you and matches/pays out the payment automatically, so pick a template with no bank details of your own.

3. When the client pays you directly (External)
   Used when the client pays straight into your own bank account and Nagaris isn't involved in collecting or matching the payment. Pick a template that does show your own bank details and how-to-pay instructions.

The one thing to get right

Only the External template should show your own bank details. If your own bank details appear on the Auto-collect or Push templates, money can be sent to the wrong place, or a client could end up paying twice.

How the template is chosen

When you create an invoice from a job (or manually), Nagaris automatically selects the matching branding theme based on the payment option you choose on the invoice (no payment collection, charge now, or add payment details). You can still override the branding theme for an individual invoice from the invoice creation form if needed.

Email templates for invoices

You can also set a default email template per payment path:

• Invoice (Auto-collect)

• Invoice (Client pays Nagaris)

• Invoice (Client pays directly)

Nagaris automatically switches to the matching email template category when you change the payment option on an invoice, and pre-fills the template marked as default for that category. You can choose a different template for an individual invoice if one is available.

Invoice email templates support extra placeholders in addition to the standard recipient placeholders:

• {{invoice_number}}

• {{total_amount}}

• {{due_date}}

The "Client pays Nagaris" (Push) email template also supports account details placeholders:

• {{bsb}}

• {{account_number}}

• {{pay_id}}