Enter your idea

As others have suggested, it would be good to have a drop down "Revert to Awaiting Approval" something just very simple to do.

We have had clients' files where we have taken over files and all bills are approved, whereas they actually haven't been approved for payment. So, in cases like this we need something simpler to remove the approved status.

This solution
"Put simply, instead of "unapproving", the solution would bundle the following tasks into a single action so that you can effectively "unapprove" a bill much faster.

Void the bill
Copy the bill
Reattach any files (IF any) from the voided bill to the copy of the bill"

Is not very practical if someone has just raced through and approved 20 or 30 invoices that shouldn't have been approved.

This is not a solution.

What is needed is to revert to - (Dropdown menu same as in the invoicing page > e.g. more) > Revert to Draft > Revert to Awaiting Approval.

This should appear at the top of the Awaiting Payment page next to the Add Planned Date and Print buttons so that we can select the Bills that need to be reverted.

This would also be useful in the invoicing section. e.g. when adding interest for late payments. If we can revert the invoice to Draft or Awaiting approval as above, we will have all the history for that invoice and the ability to manually calculate (at this stage) the interest owed and apply it to the invoice in question as per common accounting practices.

Also a question for Xero @Kelly Munro, how long do you plan on waiting for feedback before moving forward?

would this be available for invoices as well? this is where we require it, when an invoice is approved by accident!

this solution is pathetic. it is what we are all doing now, and is ridiculously onerous. suggest you sit and do that for 500+ invoices and come back to tell us how you feel about Xero as a system then

Afraid I'd rather stick with not having the function over losing the history - having a voided bill isn't a good option when it's just a change of status that's needed

How on Earth is this a solution? If people aren't able to unapprove a bill then they need to find another way to do so and creating a new bill is the only way, whether that's from scratch or copying the old bill

This is a workaround that a lot of people already use, it's not a solution to the problem

As many others, I already use this work around and it is a cumbersome way of doing it. Surely the whole point of asking for user suggestions is to take our opinoins on board. I think it is everyone's opinion that this is a feature that needs to be added and I look forward to the techinical team finding their own work around.

Sorry but this sounds like a cop out by Xero - the solution that so many of your end users are asking for is a bit challenging for your technical team so lets offer a slightly better than the current work around as an option. The history behind any posting, though not always referred to, needs to be available as it is useful on the occasions that you need it. Your solution above does not allow for the history to be carried over and is still very cumbersome. In summary - no your proposed work around is not good enough. Please work on the option to 'unapprove' a bill which so many of us end users are asking for.

Its not the actual voiding of the bill that is so much of the issue as we can all do the work around its having to do each bill individually thats the issue. If the option was available to unapproved more than one at a time and moving them back to draft they could then be deleted from here. Ive had a few occasions where someone has imported a bill CSV and approved (as you can approve them by ticking them all) but they have been incorrect so had to void them one at a time!

Agree with others that this work around is just another cumbersome way of fudging things. It makes more sense to be able to return to draft than create a new copied transaction with no history. Not really seeing this as an option...but thank you for looking into it.

Please also look into the 'Xero Mail - Log of mail sent via Xero'

It's the history of the bill that is important and cannot be lost. For us, bills come through Dext or ApprovalMax and we need the history to tell us who has approved the bill. If it's been approved by the correct person we can process it for payment.

If someone accidently approves the bill in Xero, who shouldn't have approved it, it must be voided and then processed via Dext/AM again and correctly approved by the relevant person so that we have the correct history behind it.

That solution is acceptable if there is no other option.

No, creating a one-click option of the pre-existing work around is NOT a desirable solution. The "unapprove" option would be helpful for me as we run a labour hire business and some of the labour is sub-contractors. I enter their invoices but I don't approve them until I receive a copy of their approved time sheet. As I have quite a few invoices to add it's very easy to press the approve button before I realise what I've done. If you're not ready to add the "unapprove" button why not have a pop-up that comes up when you press approve that says "Are you sure you want to approve?" Or a green "OK" that when you click it all the options come up ie: "What would you like to do?: save, approve, revert to draft, delete?

I don't think this would be the best solution.

In most cases, we need to keep the history that is associated with the invoice.
We may need to also keep the invoice number. This may be because it is associated with an add-on program.

If there is a small error with the invoice or just approved in error, it would be much more useful if we were able to revert the invoice to a draft.

The ability to revert to a draft will also enable us to manually calculate interest for non-payment and add it to the invoice it applies to while Xero works on the ability to automatically add interest to late payments on invoices.

If simply reverting to draft is not an option, then yes I believe what you're offering to implement will be acceptable.

Thank you for looking into this idea Kelly & the team.

As others have mentioned, this is saving only a couple of clicks in the workaround we are currently doing. It would be worth pursuing if history & notes could be copied over so we can keep the information.

A lot of businesses use Xero Add-Ons, which have links from Xero bills to that add-on. In the suggested solution above, would these links still be active on the new bills?

I would suggest investing the time in a solution that will add significant value, instead of automating a workaround. Myself and other partners are usually happy to wait for a great feature if we know it is on the roadmap and being invested in fully.

Thank you again for reviewing this highly anticipated product idea.

It's yet another work around we have to do.

Provide solutions.

We do not believe that this is an ideal solution.

Would rather unapprove with all the details attached such as notes that might be attached to the invoice as these are important. If more than i to be unapproved why can't you have the option to tick every one & choose unapprove at the top the same as you do to approve

Thanks for looking into