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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.

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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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  • Philip Duncan commented  ·   ·  Report

    This is never going to happen. People have been talking about this problem ever since xero first started ~15ish years ago. They ask us users for feedback on using this system, but it seems like the more people ask for something the less likely it is to happen. It seems like some sort of stubborn aversion to making any changes unless they think of it first.

  • Vale Admin commented  ·   ·  Report

    This function is a must for Bills & Invoices - the copy & void workaround does not work - it is time consuming and leaves room for user error.

  • Carol Hatten commented  ·   ·  Report

    This would be very helpful in cases when goods haven't been shipped yet!

  • Ken Verma commented  ·   ·  Report

    Yes agreed , certainly a very useful facility for the situations explained by Nadine.
    We are not live in Xero yet and lack of this feature will certainly cause problems.

  • Nadine Hyslop commented  ·   ·  Report

    Yes I need this option! So many times I've accidentally hit the Approve button instead of save!
    I use the awaiting approval as editing draft invoices that get more added to them before the end of the month (such as weekly corporate contracts) cause then I'm not creating a new invoice every single time.
    An alternative would be to swap the save and approve buttons, so the 'Save' is in the green on the right side.

  • Jeremy Atcliffe commented  ·   ·  Report

    The suggested 'copy' workaround doesn't seem to include attachments

  • Jo Rushbrooke commented  ·   ·  Report

    reverting bills incorrectly approved would be very useful if you accidentally push the wrong button

  • Scott Walker commented  ·   ·  Report

    It's so easy to accidentally go from "draft" -> "awaiting payment" (skipping "awaiting approval"),
    so it would be nice for it to be easy to go from "awaiting payment" -> "awaiting approval".

    Copying and editing a new invoice, and deleting the accidentally-approved one, is not a clean solution; very error-prone.

  • Ngaire Antrobus commented  ·   ·  Report

    This is really, really important and seems like very basic functionality - can you please look at it asap?

  • Antoinette Micallef commented  ·   ·  Report

    I agree. Anything that needs approval needs the ability you un-approve or revert to draft.
    It is too time-consuming to have to copy and void an invoice approved in error.

    This raises the risk of not voiding the invoice correctly, having a messy accounting system, double handling, and extra time taken for the whole process when a button or dropdown can be added to revert the approved invoice to a draft.

  • Jack Clark commented  ·   ·  Report

    Hear, hear - come on Xero, what's the timescale!!!

  • Steve Fisher commented  ·   ·  Report

    I struggle to believe that this feature isn't a 5 minute fix for Xero programmers and recent comments regarding attachments remaining should be a given.

    Shared almost 8 years ago - come on Xero!

  • Jill Northcoat commented  ·   ·  Report

    if developed When unapproving, can any attchments remain please

  • Amit Joshi commented  ·   ·  Report

    it is critical as this will reduce time taken to rework

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