Create a one-off bill for a client directly from Bills & Payments, with or without Xero, QuickBooks, or GreatSoft/MYOB. You can start from a blank form or pre-fill line items from a standard Template Bill.
Before you start
Your practice must have billings enabled. Users with read-only access cannot create bills.
You need an existing client (or onboarding client) to bill. Search requires at least three characters.
For ledger-connected practices, line items usually need accounts, tax, and (for Xero) optional tracking categories before sync.
Template Bills of type Recurring billing cannot be used here. Use them when creating a Recurring Bill schedule instead. See Create and use Template Bills.
Open the New Bill screen
In the main menu, open Bills & Payments.
Select the Bills tab (not Dashboard).
Click New Bill (top right).
Start from a Template Bill (optional)
In the New Bill modal, use Start from Template Bill (optional).
Pick a Standard Template Bill. OnboardMe loads descriptions, line items, timing defaults, and (when saved on the template) branding theme.
If the template contains more than one default bill, choose which bill to apply from Which bills.
Set the client, invoice date, due date, and reference on this bill. Templates do not store those fields.
To build or edit Template Bills, see Create and use Template Bills.
Fill in bill details
Client (required): search and select who you are billing.
Invoice date and Due date: due date defaults from your practice payment terms when you change the invoice date.
Description (required): short label for the bill, for example Consulting - July 2026.
Reference: optional job or engagement reference. When XPM or FYI is connected, you can link jobs from the reference control.
Line items (required): add at least one row with description, quantity, price, and tax. Use services from your catalogue where available.
Review Subtotal, Tax, and Bill total at the bottom of the modal.
With Xero Ledger connected
Branding theme: choose a Xero branding theme or use the practice default.
Send via Xero: when enabled, OnboardMe can email the invoice through Xero after the bill is created or synced (depending on your practice settings). You can turn this off per bill.
Line items use Xero accounts, tax rates, and tracking categories where configured.
Bill on completion: when enabled, the bill is held in OnboardMe and is not synced to Xero until you complete or manually sync it. See Upfront vs On Completion billing.
With QuickBooks connected
Line items use QuickBooks tax and account mapping.
Send via QuickBooks works like the Xero send toggle for supported flows.
Bill on completion defers ledger sync until you are ready.
With GreatSoft or MYOB (no Xero Ledger)
After you select a client, GreatSoft billing details appear (allocation, VAT, task codes, and related fields).
Save the bill in OnboardMe first. For MYOB, use Create invoice in MYOB on a saved bill when that action is available.
Send via Xero is not shown when only GreatSoft is connected.
Without an accounting ledger
If your practice does not connect Xero, QuickBooks, or GreatSoft for billing, you still create the bill in OnboardMe with client, dates, description, and line items. Collect payment through your configured payment provider and use the Bills list to track status.
Save the bill
Click Save Bill. You must have a client, description, and at least one line item.
The bill appears on the Bills tab. Open it from the list to edit, take payment, or review sync status.
If ledger sync fails, use the sync indicators on the row or the Sync Errors Report under Reports.
Other ways to create one-off bills
Proposals: turn on Include Billing on the Billings step and add proforma bills (manually, from services, or from Template Bills) before the proposal is sent.
Client Subscriptions and integrations may create bills automatically. Those flows are separate from adhoc New Bill.
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