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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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  • Joanne Hiley commented  ·   ·  Report

    Yes, I do not email invoices from Xero so choosing what I have as a default would be very helpful for us.

  • Accounts Powerace commented  ·   ·  Report

    I suggest having two buttons side by side "Approve" and "Approve and Email" as there will be users that both functions will work for. Not everything needs to be in a dropdown menu.

    For the most part "Approve" is what works best for most.

  • Tony Hodder commented  ·   ·  Report

    Make the "Approval" button on new invoice customisable. For example, I would prefer the button to be "Approve" and not "Approve & Email". Others may prefer "Approve & Print". Please make it so that we can choose our preferred default.

  • Shervin K commented  ·   ·  Report

    When you have to do the same task over and over, one additional click per rep is too many. An option is needed to choose which Approval method is default for the currently logged-in user.

  • Oliver Smith commented  ·   ·  Report

    Agree - the new invoicing introduces features I don't need and find unhelpful. I don't know what "Item" would require, but can't delete it and most of all I just want to approve invoices, since I don't ever e-mail from Xero

  • Kirsty Scales commented  ·   ·  Report

    YES!!! It is so much more time consuming having to drop down and choose Approve on EVERY. SINGLE. TRANSACTION. I'd really love us to be able to move forward rather than backwards.

  • Angela Meakin commented  ·   ·  Report

    Again we do not email from xero and just use the approve only function, I think it would be much better if you could change it in settings to your organisations settings as not every organisation works in the same way, also I would like to point out, I prefer the classic invoicing layout

  • Nadine Lovejoy commented  ·   ·  Report

    I invoice once a week and will have about 40 invoices in a batch. The ability to "add another invoice" that was available on the original Xero Invoice screen has been removed and I now have to go back to either the Dashboard or back to the Invoice screen under Sales Overview. Either way it is clunky and slows down what should be a speedy process.

  • Irene Weng commented  ·   ·  Report

    Related to this article: https://central.xero.com/s/article/Approve-and-send-a-customer-invoice#:~:text=Find%20and%20open%20the%20invoice,to%20only%20approve%20the%20invoice.

    Please allow to set default to "Approve". The current default set-up is "Approve & email". I find it a repetitive task as we always need to click and change the selection to Approve before I proceed to post the invoice.

  • Gaylene Underwood commented  ·   ·  Report

    Painful that you can't just approve an invoice without making an extra selection. Not everyone needs to email once an invoice is approved! Old style invoices had this option.

  • Annette Kirwan-Ward commented  ·   ·  Report

    I was hoping that there was an area (settings) we can change the default "approve & email" to just "approve". We ultimately use invoicing to enter our daily banking so no need to send emails. Just another key stroke which 99% of the time is not needed. If this is not an option yet please advise and add to "would be nice list" for future improvements

  • Rory Fitz-Gerald commented  ·   ·  Report

    Please change the default to just 'Approve', or allow us to choose per organisation - so many times I've clicked the wrong thing.

  • Rhiann Chadderton commented  ·   ·  Report

    Rather than having a set default for all users/organisations across Xero, it would be good to allow the user/organisation profile change their default to what works best for them - whether that be "Approve", "Approve & email", "Approve & print PDF" etc

  • Wen Xiangyang commented  ·   ·  Report

    Can you please consider allow user to set default options to action on the invoice -

    For example, on the top right corner of invoicing screen, changing 'Approve & Email' to 'Approve' as default, changing 'Save & add another' to 'Submit for approval' as default.
    For bookkeepers who deal with historic data, we do not need to 'email' customer the invoice.

    We would like to approve the invoice by one click, not to click 1 - change ' approve and email' to ' approve', click 2- 'approve'.

    Thank you.

  • Cassandra Sturm commented  ·   ·  Report

    With the classic invoicing being phased out later this year, this 'approve and email' feature will increase our mouse clicks per invoice and inevitably cause errors...we do not email invoices to the listed contact. This should never have been made the default. The default option should be simply to approve. Please change this back to how it was for classic invoicing!

  • Sue Packer commented  ·   ·  Report

    I totally agree with this suggestion. I am assuming that the approve & email has been used as the default due to usage by subscribers. But there are many who don't. Each user should be able to choose the default.

  • John Baxter commented  ·   ·  Report

    Many of us only add invoices once a day or once a week, so we are ALWAYS adding multiple invoices at the same time. If the above recommendation by Andrew is too complex, then may I suggest that the users simply be able to define the default action of the button (leaving the others available in the drop-down of course).

  • Anishta Pillay commented  ·   ·  Report

    After completing the invoice, the first option should be to approve. Not approve & email

    Please change this.

    The classic invoicing was better

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