03 Feb 5 Xero Shortcuts to save hours every week
Let's be honest. You didn't start your business to spend hours clicking through accounting software. You started it because you're brilliant at what you do, whether that's designing websites, fitting kitchens, or running a café. The bookkeeping bit? That's just the necessary evil that keeps the taxman happy.
But here's the thing. If you're using Xero (and as a Xero Platinum Champion practice, we think you absolutely should be), there's a good chance you're only scratching the surface of what it can do. Most small business owners we work with are surprised when we show them just how much faster their admin could be.
So grab a cuppa, and let's walk through five genuinely useful Xero shortcuts that could save you hours every single week. No fluff, no gimmicks, just practical tips you can start using today.
1. The Forward Slash Navigation Trick
Stop clicking through endless menus and get where you need to be in seconds.
This one's a game-changer, and yet hardly anyone knows about it. Instead of clicking through the navigation menu to find what you're looking for, simply press the forward slash key (/) followed by a letter, and Xero will whisk you straight there.
Here's a quick cheat sheet (as per Xero's shortcut list):
/a, Accounts/b, Bills/c, Contacts/d, Dashboard/i, Invoices/p, Projects/q, Quotes/r, Reports/s, Search
It might feel a bit odd at first, almost like learning a secret code. But once it becomes muscle memory, you'll wonder how you ever lived without it. We've seen clients shave a good 10-15 minutes off their daily routine just by ditching the mouse for this one simple trick.
One small caveat: this shortcut doesn't work in Fixed Assets, Reporting, Projects, Expenses, or Payroll. But for everything else? It's an absolute time-saver.
2. Bank Rules: Set Them Up Once, Save Time Forever
Automate your bank reconciliation and let Xero do the heavy lifting.
If you're manually categorising every single transaction that comes into your bank feed, we need to have a chat. Bank rules are one of Xero's most powerful features, and they're surprisingly easy to set up.
Here's how it works. Let's say you pay £50 to Vodafone every month for your business mobile. Instead of manually coding that transaction every time, you can create a bank rule that tells Xero: "Whenever you see a payment to Vodafone for around £50, automatically categorise it as a telephone expense."
Once the rule is in place, Xero will do the work for you. Your reconciliation becomes a quick review rather than a tedious data entry session.
To set up a bank rule:
- Go to your bank account and find a transaction you want to automate
- Click on the transaction and select "Create bank rule"
- Set your conditions (payee name, amount range, reference, etc.)
- Choose the account category and any other defaults
- Save and watch the magic happen
For small business owners juggling a hundred different tasks, this kind of automation is worth its weight in gold. As your small business accountant, we always recommend setting up bank rules as one of the first things you do when moving to Xero.
3. Date Entry Shortcuts: Type Less, Do More
Stop faffing about with date pickers and use these quick commands instead.
Clicking on those little calendar icons every time you need to enter a date? There's a faster way.
Xero understands plain English date shortcuts, which means you can type directly into any date field without touching your mouse. Here are the ones we use most often:
t, Today's datetom, Tomorrowyes, Yesterdaynext w, This day next weeknext m, This day next month
So if you're raising an invoice and want the due date set for next month, just type "next m" and press Tab. Xero handles the rest.
It sounds like a tiny thing, but when you're entering multiple invoices or bills, those saved seconds add up quickly. Over a week, you could easily reclaim 20-30 minutes just by using these shortcuts consistently.
4. Built-In Calculator Functions
Do your maths directly in Xero without reaching for a calculator.
Here's a handy trick that most people discover by accident (if they discover it at all). Xero has a built-in calculator function that works in any numeric field.
Need to split a receipt? Type 150/3 directly into the amount field and press Enter. Xero will calculate it for you and populate the field with 50.
You can use all the standard operators:
+for addition-for subtraction*for multiplication/for division
This is particularly useful when you're dealing with partial payments, splitting expenses across departments, or working out VAT-exclusive amounts. No more alt-tabbing to the calculator app or (heaven forbid) reaching for your phone.
5. Copying Invoices (Copy to): Stop Re-typing the Same Info
If you send similar invoices each month, this one will save you a silly amount of time.
If you're raising repeat invoices (think retainers, monthly services, regular client work), you don’t need to build each one from scratch.
In the invoice screen, use Copy to to duplicate an existing invoice, then just tweak the date/quantity/notes as needed. It keeps the contact, line items, account codes and formatting, which means far less manual entry (and fewer typos).
A quick way to use it:
- Open an existing invoice that’s close to what you need
- Click Copy to (then choose invoice/draft as appropriate)
- Update the dates and any small details (price, quantity, description)
- Save as draft or approve and send
If you’re doing this a lot, it’s worth standardising your invoice lines and descriptions too — it makes copying even faster and keeps things consistent for your customers.
Bonus Tip: Open Links in New Tabs
We said five shortcuts, but here's a quick bonus because we're feeling generous.
When you're working in Xero and need to check something in another area, like looking up a contact while you're halfway through an invoice, don't click the link normally. You'll lose your unsaved work.
Instead, click using your mouse's scroll wheel (the middle button). This opens the link in a new tab, keeping your current work safe and sound. It's a browser trick rather than a Xero-specific feature, but it's saved us from countless "oh no, where did my invoice go?" moments.
Ready to Get More From Xero?
These shortcuts are just the tip of the iceberg. As Xero Platinum Champions, we've spent years getting to know every corner of the software, and we love showing our clients how to make it work harder for them.
If you're spending more time on admin than you'd like, or if you suspect there's a better way to handle your bookkeeping, we'd love to chat. Whether you need a full xero accountant service or just some training to get your team up to speed, Harrison's Accountancy is here to help.
Get in touch and let's see how much time we can save you.
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