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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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  • Jim Morris commented  ·   ·  Report

    Yes, a selectable default would be fantastic as it can then cater for everyone

  • Ivy Von Euw commented  ·   ·  Report

    Approve & view next button is what works best for massive invoices to review and approve.

  • Sheree Adam commented  ·   ·  Report

    After reading a lot of the comments, it looks to me like many of us use the keyboard in preference to mouse in a lot of cases. Surely less clicks makes more sense. I'm also irritated that it takes double the amount of tabs to go through from entering your Contact through to Item.

  • Rae Thompson commented  ·   ·  Report

    I still need the option to Approve and then Email please as I have an overall reviewing process prior to bulk emailing

  • Neil Penman commented  ·   ·  Report

    99% of our customers are one-offs and we don't need to save their names therefore have a generic name "customer" and we don't save an email for the invoices we produce as the customer rarely needs one. This Approve and Email button is wasting our time as we have to select Approve in the drop down box for every invoice. If we select Approve and Email it brings up a second box asking for an email address.

    Please fix this to enable the user to select what the default button in the list should be. Maybe have it as a backend setting

  • Jenny Paterson commented  ·   ·  Report

    The Approve and email option is causing huge scope for error. Changing the default from Approve was unacceptable. Please change this back asap. Also why move the button to the top of the screen - do you ever ask the user their work flow or only the tech geeks? This change has added several extra key stokes per invoice. Also the date function with two clicks to choose a date is going backwards in efficiency and not forwards.

  • Jan Ross commented  ·   ·  Report

    Each company will have its own preference, therefore, we should be able to make our selection as a default. My preference is Approve and Print PDF, because I want to send my invoice with my completed work in an email to my client so they can see the value of what they are paying for.
    I would also like to set up a default which removes that annoying pop-up that says "Contact defaults have been applied". Hilariously, Xero thinks that the workaround for that is to remove each contact default !!! Yeah, right.

  • Tracey Randall commented  ·   ·  Report

    This is VERY annoying and I keep wanting to revert back to 'classic' because of this. The other is completing the date field 'today' or 'tomorrow' doesn't work when you enter invoices weekly.... the calendar appearing immediately in 'classic' invoices was a better user experience.

  • Laine Ratsep commented  ·   ·  Report

    Our invoices get sent out in batches by accounts, from among the ones the various managers have approved. There can be different timings, or email address customising needed, but if 'Approve and Email' is the default, then the ability to do that is lost. Training each and every manager to manually select 'Approve' instead of 'Approve and Email' for each and every invoice they have to approve is simply not going to work.

  • Andrea Allen commented  ·   ·  Report

    We need the approve only button as default. We have a 2 person setting up & approving of invoices. Too easy for mistakes to be made by the person initially setting up the invoice with the end result the customer gets an incorrect invoice emailed out in error.

  • Stuart Mohamed commented  ·   ·  Report

    Another vote here for this idea. It wasn't broke, but Xero fixed it anyway :-(

  • Jordan Morris commented  ·   ·  Report

    Totally agree a button just to approve is needed. We dont email invoices out until goods have been dispatched from the warehouse which can be days or weeks after the initial orders comes in when the invoice is generated.

  • 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

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