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Bills - Flag a Bill as 'in dispute / query'

Ability to flag individual bills as in dispute

Purpose | To enable review and ensure the business does not make payment for a bill when it's currently 'under query'

1,467 votes

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AdminXero Team (Admin, Xero) shared this idea  ·   ·  Report…  ·  Admin →
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Accepted  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi community, we acknowledge the strong feelings in this idea and why you need a feature to flag bills directly within Xero. We really appreciate all your feedback and the detailed explanations of how this would help streamline your accounts payable.

We are dedicated to providing a solution for this over the longer term, but this will take some time requiring changes that sit beneath the face of bills.

In lieu of a direct feature for this we wanted to highlight some of the options discussed by the community here:

  • Add a note to the bill: A detailed note on the bill itself can serve as a clear internal reminder of the dispute.
  • Utilise tracking categories: Creating a specific tracking category like "Disputed Bills" can help you filter and report on these items.
  • Adjust the due date: Temporarily extending the due date can prevent accidental payment while the dispute is being resolved.
  • Update the reference to add a notation such as [reference number] - Do not pay
  • Adjust the planned date to be very far out in the future

We know these options won't fit all needs here, and we are invested in continuing to develop Purchase and more specifically bills in Xero to suit your needs.

We'll continue to provide updates with any progress that steps closer to enabling you to flag bills that are in dispute in Xero. Thank you for continuing to engage and share insights through this idea.

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  • Louise Fletcher-Jones commented  ·   ·  Report

    Please can you add an "on hold" function in bills, as others have said, this is a fundamental basic requirement in AP.

  • Elre Woods commented  ·   ·  Report

    Maybe we should all take to social media and see what Xero does then?

  • Lorna Fraser commented  ·   ·  Report

    No update on this from admin even though everyone is making so clear how important this is! Xero seem to be way off the mark with understanding their customer base/ users needs.

  • Joanna Jaques commented  ·   ·  Report

    very important - need to be able to enter bills / invoices for VAT but might want to hold off paying / chasing payment for many different issues.
    Would also work if there was a comment area next to the "planned payment date" in bills where you could put a short comment

  • Bobbie Tattam commented  ·   ·  Report

    The fact that this is even a question of whether it should be available is crazy to me.... I have never used Accounting software before that doesn't offer this functionality.

    It's a MUST for anyone in Accounts Payable. We don't want to risk someone being paid when an invoice is in dispute.

    What it means now is holding off from processing invoices, which need to be entered into Xero and therefore is open to human error with losing invoices etc.

    When will we receive an update on this please?

  • Gill March commented  ·   ·  Report

    This is so important. Please include it asap on the bills to pay section. It should have been in their from the start.

  • Anastasiia Dorodnaia commented  ·   ·  Report

    Why the Flag bill "in dispute" - is something to hard to understand by Xero team? The main reason for it is - to see it is in dispute and to prevent to pay it! It is easy. Really! Common situation in a business.
    Quite disappointing by Xero efforts goals. Spending millions on changing view of invoice/bills/reports (I am not sure that that is what users really wanted) and at the same time do nothing to develop thinks what users ask for.

  • Carol HARDING commented  ·   ·  Report

    It is more important to have this on bills to be paid than on sales invoices, once a disputed bill is paid it is harder to get a resolution on the query/problem, come on xero!!

  • Will Broome commented  ·   ·  Report

    LOL - good to see Xero sponsoring football tournaments but not sorting out business critical issues.

    "We're still interested to get a clearer understanding of users that'd like to see this developed for bills, and will continue to track this through the conversation here. If there's any change we will let you know on the thread here. Thanks "

    Well that was Nov 22 - so if they can't get a handle on what is needed by so many by now - there is no hope.

  • Gill March commented  ·   ·  Report

    This is a vital part of accounts. Please add this feature asap.

  • Neil Phillips commented  ·   ·  Report

    I emailed ceo@xero.com on 31 May and got a call back about this, with a promise that they would get the AP team to respond but nothing to date.
    A post was made to this forum but it seems to have disappeared.
    Need to do the same with the twin thread for dispute flags on sale invoices.

  • Sara Martin commented  ·   ·  Report

    Hi Debbie,

    It was in both, when the comments got to about 300, Xero splt it with some **** and bull excuse as a way to remove the comments and start all over again. both thread have similar numbers of votes again. they are just ignoring it and have no intention of ever implementing this if you ask me

  • Debbie Bradley commented  ·   ·  Report

    7 months on since admin post! - Have you a clearer picture yet? - What is taking so long! Why do this in sales and not in bills? - it really doesn't make sense.

  • Scott Wilson commented  ·   ·  Report

    Its an obvious change to all business's as a reminder to not chase, chase a resolution internally or advise other staff to leave alone
    This avoids immense embarrassment and/or potential customer loss

  • Esme Layton commented  ·   ·  Report

    Ability to flag approved bills/purchase invoices so that you can keep an eye on specific ones that may need further review, without having to have them sit in awaiting approval getting lost or repeatedly reviewed as the client adds more to Xero. Ie. you approve an invoice but need to check the VAT treatment so you flag it to review later

  • Helen Simmonds commented  ·   ·  Report

    Thank you - can you at least make it so that the sales invoice can be rolled back to draft status?
    Once approved, it moves into the monthly management and credit control operations, when actually, all I want to do is keep a draft copy to edit later but which I inadvertedly approved by mistake.

  • Dominique Brown commented  ·   ·  Report

    I agree this is business critical , there needs to be a flag to mark a purchase invoice in dispute so it doesn't come up on an automated payment run . The risk here of making a disputed payment is high . Our ability of being able to control this within Xero is low . Very surprised that this basic functionality isn't available.

  • Tony Hocking commented  ·   ·  Report

    It's an oddity that this isn't possible - we're trying to keep the Finance Team on board with things that are going on - we currently have to dispute in our ApprovalMax rather than allowing it into Xero - as on regular schedules "approved" bill sget paid, and then all leverage is lost with the supplier. This is a business fundamental, not just an accounting fundamental.

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