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New Invoicing - Select default for 'Approve' Button e.g not 'Approve & Email

Can there be a system setting which controls the default option on Invoices for the Approve button.
It is currently Approve & Email and we would like to have the default as just Approve.

If it was a system setting companies could chose best option for them.

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Peter May shared this idea  ·   ·  Report…  ·  Admin →
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submitted  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi community, we’ve just released some new keyboard shortcuts to new invoicing, that cut down the number of mouse clicks and help you perform actions on your invoice with some simple keyboard entry options. 

There’s a range of different shortcuts that you can explore, and in particular a few that I wanted to call out for ‘Approve’ options that I know will be of most interest to you, here;

  • Approve (Ctrl-Alt-A OR Cmd-Opt-A on a Mac)
  • Approve & add another (Ctrl-Alt-O OR Cmd-Opt-O on a Mac)
  • Approve & print PDF (Ctrl-Alt-R OR Cmd-Opt-R on a Mac)
  • Approve & email / send eInvoice (Ctrl-Alt-E OR Cmd-Opt-E on a Mac)

While you get used to the combinations of shortcuts our product team have added small prompts to highlight these in the product, and if you’d like to view the full list of options you can see them all on Xero Central. 

Thanks for all contributing, and staying plugged into updates on this idea. 

Being upfront, we will continue to field feedback and revise this idea, but we don’t have plans for adding the ability to set your own default any time in the short term. 

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  • Lydia Ryabtseva commented  ·   ·  Report

    The APPROVE only options is used 90% of the time in our business.

  • Abby Stewart commented  ·   ·  Report

    Please make the default APPROVE

    The Approve & Email button will lead to mass confusion for customers getting invoices to pay that paid already.

  • Cheryl King commented  ·   ·  Report

    Our invoices are emailed out together. They get approved at a different time to being sent. Please have the two buttons.

  • Donna Anthony commented  ·   ·  Report

    I like the approve and send, but the default needs to be flexible enough for different users. Like the idea of selecting a default.

  • Raewyn Dawson commented  ·   ·  Report

    My full reference info doesn't fit in the view screen so I always have to approve only. I then check it's correct before I can email it out. My default would be " Approve"

  • Elizabeth Mpilias commented  ·   ·  Report

    We would choose Approve & Print PDF as our default.

    Currently the popup asking me to mark as sent also overlaps with the file download pop up.

  • Claire Parker commented  ·   ·  Report

    All our invoices are RCTIs - we never send them out. Need to remove this default option for me, please.

  • Michelle Spradley commented  ·   ·  Report

    Hi Kelly, It's mainly keying in invoices and bills. I can see on the new version of invoicing you don't need to do this as much but then you have to change the approve and email drop down just to approve every time. Which is why I am still using the old version. Is there anything in the settings so you can change the dropdown to default to approve only on the new invoicing screen ?

  • Michelle Spradley commented  ·   ·  Report

    To be able to fit Xero to your screen without scrolling up and down all the time

  • Wendy Nathan commented  ·   ·  Report

    Yes, it's very important for us to be able to change the default, and we would choose just "Approve"

  • Ross Bladin commented  ·   ·  Report

    This is essential.
    Forcing us to have to make more mouse clicks than necessary, we should have the option to choose what we want to have as a default, not you choose it for us.
    I will be staying on Classic until this is fixed or I am forced to the New Invoicing System begrudgingly. This is a ridiculous unnecessary move on your part.

  • Tracy Morsbach commented  ·   ·  Report

    Adding this to the top of the screen disrupts some of the natural flow of reviewing the invoice having to scroll down to see the full information then up to complete approval.

    A critical aspect for us would be being able to select "Approve" as the default aspect rather than "Approve & Email"

  • St Bernadettes School commented  ·   ·  Report

    This request/issue was submitted in November 2022 and now that I am using the new format as the classic will be obsolete shortly, I'm a bit surprised that nothing has been done to rectify this.
    Yes, the 'new' invoicing format is clunky and I also find not being able to credit an invoice once it is approved, as in the classic format, is very frustrating.

  • Chris Kabacznik commented  ·   ·  Report

    100% we need to be able to just have an approve button or allow what the default button does. Also should be at the bottom of the screen as you are currently clicking all over the place, its no longer a natural flow.

  • Rose Grosser commented  ·   ·  Report

    Give users the option to continue using the classic version please. At the very least allow us to customise how we want the new version to support us.

  • Cheryl King commented  ·   ·  Report

    I agree with all the others on here. Please let the company choose - approve or approve and email, we don't want the approve and email to be the only option.

  • Sarah Coates commented  ·   ·  Report

    I would like to have the option approve and add another as my default. Why can't we select our own default, not everyone wants to approve and email!

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