How to Cancel a Xero Subscription

Xero is a powerful cloud-based accounting platform used by thousands of businesses across the UK. However, there may come a time when you no longer need the software — perhaps your business has closed, you are switching to a different system, or your accountant is managing everything on their side.

Cancelling your Xero subscription is a straightforward process, but it must be done by the person who holds the role of subscriber — the user who originally set up the subscription and is responsible for billing. This article explains how to cancel your Xero subscription, what to consider before doing so, and what happens to your data afterwards.

Who can cancel a Xero subscription?

Only the subscriber can cancel a Xero subscription. This is typically the business owner or the main person who first created the Xero account. Even if you are an organisation administrator or an accountant user, you will not be able to cancel the subscription unless you are listed as the subscriber.

To check who the subscriber is, go to Settings, then Subscription and Billing, and the name and email address will be displayed there.

How to cancel your subscription

Log into your Xero account using the subscriber credentials. Click on your organisation name in the top-left corner, then select Subscription and Billing. You will be taken to a page showing your current plan, billing cycle and any add-ons such as Payroll or Expenses.

Click Cancel Subscription or Cancel Organisation (the wording may vary depending on your setup). You will be asked to confirm that you understand what cancelling involves. Follow the prompts, and your subscription will be marked for cancellation at the end of the current billing period.

You will retain access to your Xero account and data until the current billing cycle ends. After that, the subscription becomes inactive, and you will no longer be charged.

What happens to your data?

Xero will retain your data for a limited period after cancellation in case you decide to reactivate your account. This period is usually 30 days, although Xero may store data for longer in accordance with its data retention policy.

It is strongly recommended that you export or back up all important reports, invoices, transactions and statements before cancelling. You can export data from the Reports and Advanced Accounting sections in CSV or PDF formats.

If your accountant uses Xero to manage your books, speak to them before cancelling, as they may be able to take over the subscription or advise on alternative arrangements.

Pausing instead of cancelling

If your business is seasonal or you are taking a break, you may want to consider pausing your subscription rather than cancelling it. While Xero does not currently offer an official pause feature in the UK, some users opt to downgrade to the lowest plan and keep their data active at minimal cost.

You can also transfer the subscriber role to someone else, such as your accountant, if they are taking over billing or day-to-day management.

Final thoughts

Cancelling your Xero subscription is quick and easy if you are the subscriber. Just make sure you understand the implications and export your records before you lose access. If you are unsure whether to cancel, consider speaking to your accountant first to explore options such as downgrading or transferring ownership.

Like most cloud software, Xero operates on a monthly billing model, so there are no long-term contracts or cancellation fees. You simply stop paying at the end of your billing cycle.