> For the complete documentation index, see [llms.txt](https://wiki.roaddirect.co.nz/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.roaddirect.co.nz/tracking/invoices/preview-export.md).

# Preview export

Preview export shows exactly how an invoice will look once it leaves Road Direct, and is where you send it to Xero, download it as a spreadsheet, or print it. You choose how the charges are grouped into invoice lines, check the account codes, then export.

To open it from an invoice in [Beast Mode](/tracking/invoices/beast-mode.md), click **Preview export** in the top bar, or choose **View** → **Preview export**.

## The top bar

| Button                 | What it does                                                                                  |
| ---------------------- | --------------------------------------------------------------------------------------------- |
| **Back to Beast Mode** | Returns to the invoice to make more changes.                                                  |
| **Print**              | Prints the invoice (or saves it as a PDF) straight from Road Direct.                          |
| **Export to Excel**    | Downloads the invoice lines as a spreadsheet, ready to import into another accounting system. |
| **Export to Xero**     | Creates the invoice as a draft in your connected Xero organisation.                           |

The invoice's status is shown next to its number. Once an invoice has been exported, it shows **exported**.

## Invoice options: how charges are grouped

The **Invoice Options** decide how many lines the invoice has. The preview updates as you change them, so try the options until the invoice looks right for your client.

| Option            | Choices                                     | Result                                                                                                                           |
| ----------------- | ------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------- |
| **Single total?** | Ticked / unticked                           | When ticked, the whole invoice (one-off charges, labour, vehicles and equipment) becomes **one line** with a single grand total. |
| **Labour**        | **Individual lines** / **Subtotals**        | One line per labour rate per day, or one subtotal line per labour type.                                                          |
| **Vehicles**      | **Individual lines** / **Subtotals**        | One line per vehicle rate per day, or one subtotal line per vehicle type.                                                        |
| **Equipment**     | **By day** / **By item** / **Single total** | One line per day listing the equipment used, one line per equipment item, or one line for all equipment.                         |

Office services and one-off charges always appear as their own lines under **Office Services Charges / One Off Charges**.

## The invoice lines

Each line shows the **Description**, **Account Code**, **Quantity**, **Unit Price**, **Discount** and **Amount**, followed by the **Subtotal**, **GST** and **Total (inc. GST)**. Use the **GST** switch if GST shouldn't be added to this invoice.

### Where the descriptions and account codes come from

| Line                                             | Description                                                                                            | Account code                                                          |
| ------------------------------------------------ | ------------------------------------------------------------------------------------------------------ | --------------------------------------------------------------------- |
| Labour and vehicle lines                         | The rate's **Invoice export description** plus the date (e.g. "Invoiced STMS and Vehicle: 20/08/2026") | The rate's **Sales account code** (Tracking → Settings → Rates)       |
| Equipment lines (**By item**)                    | The product's **Invoice export description**                                                           | The product's **Sales account code** (Tracking → Settings → Products) |
| Equipment lines (**By day** or **Single total**) | "Equipment for …" with the items and quantities                                                        | **Default accounting code for grouped equipment charges**             |
| Office services and one-off charges              | The charge's description                                                                               | **Default accounting code for office and one-off charges**            |
| **Single total?** invoice                        | **Default accounting description for invoice with a single grand total**                               | **Default accounting code for invoice with a single grand total**     |

The default codes are set in [System settings](/tracking/settings/system-settings.md). If an account code is missing or wrong on the preview, fix it there or on the rate/product, then come back to the preview.

The invoice's reference number is built from the **Reference number to be used on exported invoices** setting in System settings.

## Export to Xero

### Before your first export

1. **Connect to Xero** and check the right organisation is selected. See [Xero integration](/eboard/settings/xero-integration.md).
2. **Link the client to a Xero contact** under **Sync Xero Contacts** on the same page. If the client shows **Invalid sync detected**, unsync it and link it again.
3. **Check your account codes** exist in Xero's chart of accounts: the sales account codes on your rates and products, and the default codes in System settings.

### Export the invoice

1. Check the invoice options, lines and account codes on the preview.
2. Click **Export to Xero**.
3. If the invoice has been exported before, you're asked **"This invoice has already been exported. Are you sure you wish to export this invoice again?"** Click **Yes** to export it again, or **Cancel**.
4. When the export succeeds, you're taken back to Beast Mode. The invoice number changes to the number **Xero** gave the invoice (e.g. INV-0004), so both systems use the same number.

The invoice arrives in Xero as a **Draft**, against the client's linked contact, with the same lines, account codes and totals as the preview. If a Xero tracking category is set in [Xero settings](/tracking/settings/xero-settings.md), it's applied to every line. Review the draft in Xero, then approve and send it from Xero as usual.

{% hint style="info" %}
Exporting doesn't move the invoice to another tab in Road Direct. When you've finished with it, go to Beast Mode and choose **Workflow** → **Save as complete**.
{% endhint %}

{% hint style="warning" %}
Only re-export an invoice if you mean to. After re-exporting, check Xero to make sure you don't end up with two drafts of the same invoice.
{% endhint %}

## Export to a spreadsheet

Click **Export to Excel** to download the invoice lines, exactly as shown in the preview, as a spreadsheet. Use this to import invoices into an accounting system other than Xero, or to keep a copy.

You can also download a spreadsheet straight from Beast Mode with **Tools** → **Export to spreadsheet**.

## Print or PDF

Click **Print** to print the invoice or save it as a PDF from your browser. Printed and PDF invoices use the **GST number to appear on invoices** and **Day of the month invoices are due** settings in [System settings](/tracking/settings/system-settings.md). These settings don't affect invoices exported to Xero or a spreadsheet.

## After exporting

Go **Back to Beast Mode** and use **Workflow** → **Save as complete** so the invoice moves to the **Complete** tab on the [Invoices](/tracking/invoices.md) page.


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