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Invoices - Unapprove option

Ability to unapprove invoices once it’s already approved.

Purpose: it’s easier to have this feature if users approved the wrong invoices by mistake.

493 votes

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AdminXero Team (Admin, Xero) shared this idea  ·   ·  Report…  ·  Admin →
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Not in pipeline  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Thanks for everyone's support in this idea. We understand the strong feelings expressed in your comments, where an invoice can be accidentally approved when still needing to go through a review or remain in a draft status. 

As suggested by some users in this thread, if this has already occurred an option for now would be to add a note to the history of the invoice so other users are aware of the action and what needs to be done, or alternatively Void the invoice and copy to a new Draft invoice (consider if you need to change the invoice # before voiding the approved one, so you can use this on the new draft invoice). 

While not a resolution for this idea, to avoid mistakenly approving an invoice an option could be to make use of the keyboard shortcuts that are now available in invoicing such as Save & Close which is Alt-Shift-C on Windows or Opt-Shift-C with a Mac device. I get this might be a slight adjustment to your workflow, for some to get used to. 

We want to be upfront with you all here, that though we understand the high interest for this feature it's not something we have plans to develop in the foreseeable future. We'll share if there are any developments that'd be of interest to you all surrounding this flow.

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  • Gisele Labbee commented  ·   ·  Report

    This has been a long time request. Any reason it cannot be created?

  • Smart Accounting HB Ltd commented  ·   ·  Report

    That is a useful feature as sometimes invoices are approved in error and it would be very helpful to have the option to revert them back to Draft - like GST report for example, can be reverted back to Draft.

  • Nadine Hyslop commented  ·   ·  Report

    Yes! Expenses also. Also ability to flag both invoice/bill if instalment plan or query happening.

  • C L commented  ·   ·  Report

    Ability to unapproved an invoice, but also an expense. If the approve button was pressed but on reflection it shouldn't have been, then it's crazy this can not be undone

  • Gaynor Peacock commented  ·   ·  Report

    Good morning,

    I approved and invoice and tried the new version which gave me the option to Copy to draft (righthand corner … 3 dots)
    I had to add the client’s name to the invoice to save it. I then went back to the classic version. From drafts I move the invoice over to “waiting for approval” You do however have to add documentation if you had any attached.

  • Amanda Hubley commented  ·   ·  Report

    If an issue is found with an invoice after it has been approved reverting to draft will prevent accidental payment. It doesnt happen often but the option to Dispute an invoice would be good too.

  • Smart Accounting HB Ltd commented  ·   ·  Report

    Invoicing: please do not retire the current invoicing option. Also adding the button to be able to reverse the invoice to DRAFTS would be quite helpful. Other than that, the current invoicing features are working well and very user friendly as apposite to the new invoicing.

  • Amanda Walker commented  ·   ·  Report

    I agree with Allison Walker and 8 years is a long time to be waiting for a revert button. Please address soonest. It would make invoicing the "dream" that you portray to prospective users in your TV commercials.

  • mandy roulstone commented  ·   ·  Report

    I would have thought this was a basic feature, and hopefully can be added with the new invoicing

  • Victoria Honey commented  ·   ·  Report

    This is a basic feature that should have been added years ago. Please implement ASAP

  • Michelle Poulton commented  ·   ·  Report

    this would be so helpful as sometimes invoices are approved in error and the only way to rectify is to void and re-do

  • Leah Shangrow commented  ·   ·  Report

    There is another open product idea for this same problem, that has 276 votes.

    https://productideas.xero.com/forums/939198-for-small-businesses/suggestions/45925075-bills-option-to-unapprove

    Seriously xero! That's 540 people who have now upvoted this critical feature over th elast 8 years since it was first propsed. What does it take to get Xero to pay attention to the needs of their customers?

  • Kelvin Chaisson commented  ·   ·  Report

    Y'all have to take this seriously and give us this most needed option. Come on guys!

  • Belinda Kuppens commented  ·   ·  Report

    This appears to be a critical request by many over a loooong period of time. Please advise how this can be done! Thanks

  • Heather Palmer commented  ·   ·  Report

    This option needs to be addressed you should be able to revert an approved invoice to draft if it has not been sent

    XERO look into this please, this was first made 8 YEARS AGO come on

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