Send Xero invoices
from your phone.
Stop waiting until you're back at the office. With Jotter Jobs, you can send quotes from the field, then convert accepted quotes to invoices with one tap — no double handling, no spreadsheets, no missed billable hours.
Pick a Xero customer
Add Xero items to the job
Xero connected in settings
The invoicing bottleneck
Most service businesses still follow the same pattern: you finish the work, then sit down at a computer later to key job details into Xero. Hours get estimated from memory. Materials get forgotten. Freelancers do the same with timesheets and spreadsheets. By the time the invoice is sent, it's missing line items or the numbers are wrong.
Some teams try to bridge the gap with text messages, photos of handwritten notes, or shared spreadsheets. It's better than nothing, but it's still double handling — someone is always re-typing information that was already known on site.
The Xero mobile app doesn't solve this either. It's built for reviewing financials, not for someone standing on a client site trying to log hours and materials before moving on to the next job.
Before and after Jotter
Without Jotter
- Team texts job details to the office at end of day
- Admin re-types everything into Xero manually
- Hours estimated from memory — often undercharged
- Materials forgotten or entered against the wrong job
- Invoices sent days or weeks after the work was done
- No visibility into what the team is working on right now
- Offline job sites mean no updates until they're back in range
With Jotter
- Team logs jobs, time, and materials as they work
- Send quotes from the field — convert to invoices when the job's accepted
- One tap sends the completed job to Xero as an invoice
- Actual hours tracked per line item with built-in timers
- Materials added on site — right job, right quantities
- Invoices in Xero the moment the job is marked complete
- Live view of active jobs, assigned workers, and progress
- Full offline support — everything syncs when back online
What flows between Jotter and Xero
Jotter isn't a one-way export. It pulls your existing Xero data into the app so your team picks from real customers and items, then pushes completed jobs back as properly formatted invoices.
| Data | Xero → Jotter | Jotter → Xero |
|---|---|---|
| Contacts (customers) | Yes | Yes |
| Items & pricing | Yes | — |
| Quotes | — | Yes |
| Quote status (accepted/declined) | Yes | Yes |
| Completed jobs as invoices | — | Yes |
| Accepted quotes finalised as invoices | — | Yes |
| Line items with quantities & descriptions | — | Yes |
| Tracked hours as line item quantities | — | Yes |
| Customer selection on invoice | — | Yes |
| Site name on invoice reference | — | Yes |
| Item tags as invoice history notes | — | Yes |
Jotter vs the Xero mobile app
Xero's app is great for checking your accounts. It's not designed for field teams tracking jobs on site. Here's how they compare for mobile invoicing.
| Feature | Jotter Jobs | Xero App |
|---|---|---|
| Create and send quotes | ||
| Create invoices from phone | ||
| Job tracking & management | — | |
| Built-in time tracking per task | — | |
| Assign work to team members | — | |
| Works offline | — | |
| Team visibility controls | — | |
| Hide prices from workers | — | |
| Lock Screen timers | — | |
| Sites / sub-customers on invoices | — | |
| Custom item tags on invoices | — | |
| View bank transactions | — | |
| View profit & loss | — |
Jotter and Xero work together — Jotter handles field work and invoicing, Xero handles accounting. They're not competitors.
You control how invoices land in Xero
Every business has a different invoicing workflow. Some want to review every invoice before sending. Others want invoices approved the moment the job is done. Jotter gives you the choice.
Draft
Invoice appears in Xero as a draft. Review and approve it manually before sending to the customer. This is the default.
Submitted
Invoice is submitted for approval in Xero. Useful if someone else in your business handles invoice approval.
Authorised
Invoice is fully authorised in Xero, ready to send. For businesses that trust their field team's data completely.
You can also hide prices from your team. Workers see items and descriptions but not unit prices. When the job is completed, full pricing still flows to Xero — it's just hidden in the mobile app. This is useful when your workers don't need to know your customer pricing.
For more detail on connecting and configuring Xero, see the Jobs and Invoicing guide.
A typical day with Jotter
New prospect calls — quote sent from the van
A new customer calls about a job. The admin creates a quick quote in Jotter, adds the prospect as a new contact on the spot, and sends the quote to Xero. The customer gets a professional quote within minutes.
Admin creates a job and assigns it
The office creates a job in Jotter, selects the customer from Xero contacts, adds expected line items, and assigns it to a team member. They see it on their phone immediately.
Team member arrives on site, starts a timer
They open the job and tap play on the first line item. The timer appears on their Lock Screen. They start working.
Materials added, timer stopped
The job needed extra parts. The team member adds them as line items, picking from the Xero item list or typing manually. They stop the timer. 3.5 hours logged.
Job completed
One tap. The job, with all line items, tracked hours, materials, and the customer, flows to Xero as a draft invoice. They drive to the next job.
Admin reviews and sends the invoice
The invoice is sitting in Xero with everything filled in. The admin checks it, approves it, and sends it to the customer. No re-typing, no guessing.
Start invoicing from the field
Free plan includes 2 seats and full Xero integration. No credit card required.