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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'

1,466 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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  • Lynne Huddleston commented  ·   ·  Report

    It would be useful if we could mark a bill as disputed/on hold so that it doesn't get added to a payment run and paid when it shouldn't have been. Not everyone using the software will know if a bill is on hold or not.

  • Carol HARDING commented  ·   ·  Report

    This is absolutely ridiculous; this is far more important than bills list views!! Yes there are work arounds but we shouldn't have to any other software even the old accredo had this function with the ability to add a reason why it is on hold.

  • Angela Meakin commented  ·   ·  Report

    Need a flag to show a bill has been disputed or in query so that it is not paid in error

  • Rebecca Lee commented  ·   ·  Report

    This is important. I can't believe Xero does not offer already....

  • Kathy Skinner commented  ·   ·  Report

    @Stacey - I currently add a note in the reference part of the bill after entering the bill number so when looking at the Awaiting payment it shows up there alongside of the invoice/bill. I've taken to adding if they are Direct Debits or AP's also as part of the reference as it makes it easier for anyone looking at them. I even make a note if a copy of the bill is still to come and then just remove that once it comes as we need to account for those in our reports as well in some cases.
    Not an ideal solution but would enable you to know which bill is in dispute and could have more details in the history about why. I've attached a sample of a DD and once it was sorted you could just remove the reference but still retain the history.

  • Stacey Mcfarlane commented  ·   ·  Report

    Please make a way to flag a bill to be held for payment once the bill is entered, but so that the bill is recorded in the GL. Currently awaiting payment etc doesn't hit the GL which is frustrating. Entering a note for each separate bill that is held for payment is time consuming and you have to go into each bill to see the note which is time consuming.

  • Sarah Bartlett commented  ·   ·  Report

    We need to be able to include a received supplier invoice for our statement reconciliation and GST return filing, but mark it as in dispute / hold payment while waiting to resolve an issue before payment is released.

  • Fiona Roche commented  ·   ·  Report

    Should be a standard feature for invoice on hold or queried

  • Nic - Accounts commented  ·   ·  Report

    The ability to flag disputed invoices/bills is a fundamental feature available in most other accounting packages. Xero needs to stop fooling around with the aesthetic features (do not fix what is not broken) and get the basics right.

  • Robyn Bellve commented  ·   ·  Report

    We need to be able to include a received bill in our GST return, but mark it as in dispute / hold payment while waiting to resolve an issue before payment.

  • Scott Greening commented  ·   ·  Report

    This should be a standard feature. It is a basic principle of running your accounts payable as you need to get the bills uploaded for things like VAT returns, but you want the ability to be able to hold on to payment for one reason or another.

  • Charley Judge commented  ·   ·  Report

    This should be a standard feature to be able to flag an invoice which has a query raised.

  • Elisa Wismann commented  ·   ·  Report

    It would be great if there were a way to flag a bill to be Held for Payment under Awaiting Payment, so that the bill is recorded in the GL, but is flagged so that we know not to pay it. I know you can enter a note, but you have to go into each bill to see that and it is a pain. For example if the bill is approved and you want to show it in the GL, but you don't want to pay it because there is a dispute over a snag list or timeliness etc.

  • Lawrence Eke commented  ·   ·  Report

    This function would be really helpful, both to have pre-set flags and also some colours or free-text fields so we can flag things internally among the department.

  • Bryony Stocks commented  ·   ·  Report

    Lawfusion software had this feature, very useful to prevent accidental payment

  • Jaime Johnston commented  ·   ·  Report

    Can we get the ability to mark an invoice as DO NOT PAY or AWAITING CREDIT? We have suppliers that we are frequently waiting for credits to come in or we don't want to pay an invoice for some reason or another and it's easy to mark it to pay when there are numerous invoices.

  • Elekana Tofinga commented  ·   ·  Report

    hi team

    i am not able to get the supplier statement from my Xero system.
    can some one help me out to get this issue sortout.
    thanks

  • Julia Bastin commented  ·   ·  Report

    The software developers at Xero really have NO IDEA about what makes good bookkeeping software. I'm fed up with them fiddling with the appearance without any good reason and in the process removing functions we all use. Flagging bill in dispute is a FUNDAMENTAL function that all other bookkeeping software has as standard. We shouldn't have to beg for standard functionality, or pay for an add on!

  • Teresa Snell commented  ·   ·  Report

    In response to Stew Heckenberg (21 August) - I for one would not be willing to pay for this functionality as an add on since it has been a standard function of every accounting system I have used except Xero and it should be a standard part of Xero's package. You should not have to pay to add this kind of feature to an accounting package that others offer as part and parcel of their software.

  • Harry Maxwell commented  ·   ·  Report

    Ability to mark approved invoices as "do not pay" for those invoices that you do not want included in the payment runs

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