Xero already makes PDFs. Every invoice and quote can be sent or downloaded as a PDF, styled by a branding theme. Most teams look for a document generation tool when they need a document Xero does not produce, or a layout that a branding theme cannot reach. This guide covers the native option, the Zapier and Make path, and the tools in our records that work with Xero. Every tool that lists Xero is in the directory filtered to Xero.
The native option
Xero creates its own invoices and quotes as PDFs from branding themes. A branding theme controls how those documents look, such as the logo and the terms text. For a standard invoice or quote, this is the cheapest route, because it is part of the Xero plan you already pay for.
The limits come from the document types. A branding theme styles Xero’s own documents. If you need a statement in your own format, a cover letter that pulls the contact’s details, a project report built from invoice data or a quote layout with sections Xero has no field for, you need a separate generator that reads the data and fills your template.
The Zapier, Make or n8n path
Tools read Xero through its API or through Zapier or Make when an invoice or contact changes. In practice that means a Zap or a Make scenario with a Xero trigger, such as a new invoice, followed by a step from the document generation tool that takes the fields and returns a PDF. The PDF can then be saved to a drive, attached to an email or sent back to the contact.
This path widens the choice a lot. Only two tools in our records list Xero as a source, but 34 accept data from Zapier, Make or n8n. Those tools do not connect to Xero on their own. The automation platform does the connecting, and you pay for both the platform and the generator.
SourceToDocs reaches Xero through Zapier, Make or n8n on its Pro plan. It uses Google Docs templates and writes Google Slides, Google Docs, PDF, PPTX and DOCX.
Check one thing before you commit. Invoices carry line items, and each line has to reach the template as a row in a table. Test this with a real invoice that has several lines, since the way line items pass through a Zap or scenario differs from tool to tool.
Dedicated tools
Two records list Xero directly. The rest of this list reaches Xero through Zapier or Make. Prices below were checked on 20 Oct 2026.
- Portant uses Google Docs or Word templates and outputs Google Docs, Google Slides, DOCX, PPTX, PDF and e-sign documents, from $42 a month billed annually, with a free plan of 30 documents a month.
- Prospero is a proposal tool for freelancers with a visual builder, PDF and e-sign output, from $19 a month with a 14-day trial; we list it as adjacent to document generation.
- DocsAutomator takes Google Docs, Word or PDF form templates and works with Zapier, Make and n8n, from $19 a month billed yearly ($29 monthly); its free tier gives watermarked previews only.
- Documint has a visual template builder, PDF and e-sign output and Zapier and Make integrations, from $39 a month billed annually with a 14-day trial.
- Carbone fills Word, Excel, PowerPoint, ODT or HTML templates, from about $28 a month (EUR 26, converted), with a free cloud tier of 100 documents a month and a free self-hosted edition.
- PDFMonkey uses HTML and CSS templates and works with Zapier and Make, from about $5 a month (EUR 5) for 300 documents, with 20 free documents a month.
Which route to pick
Use a Xero branding theme when the document is an invoice or a quote and the layout options are enough. There is nothing to connect and no extra plan to buy.
Use Portant when you want Google Docs or Word templates and a tool that lists Xero itself. Its free plan covers 30 documents a month, which is enough to test a real workflow.
Use the Zapier or Make path when you need a template format that Portant does not offer, such as HTML for PDFMonkey or a visual builder for Documint. Budget for the automation platform as well as the generator. At low volume the platform plan can cost more than the generator.
Line items decide a lot. If your invoices have many lines, choose a tool whose template handles a repeating table and test it with your longest invoice before you pay.
Who builds it matters too. An operations person who knows Google Docs will be at home with Portant or DocsAutomator. A developer who wants full control over layout will prefer HTML templates in PDFMonkey or Word templates in Carbone. If you only need a handful of documents a month, start on a free tier and move up once the template works.