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New Invoicing - Include files attached to an invoice when sending

Ability or setting to default include files attached to an invoice when sending from Xero

Purpose | Steps are currently involved to include files that are on an invoice when sending the invoice to a customer, an option like this would ease the process of including files that a customer needs to have access to and see when they received their invoice

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AdminKelly Munro (Community Manager, Xero) shared this idea  ·   ·  Report…  ·  Admin →
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Not in pipeline  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Thanks so much for sharing your feedback on this idea, community. We appreciate that having to manually select attachments on every invoice can feel a little fiddly. We get that you want a smoother workflow, that saves you time.

As noted by others in the idea, one option for now would be to add standard files, like your terms and conditions, directly to your invoice template. That way, they'll be included automatically when you send out your invoices.

To confirm how this functionality currently works - this is based on the user and driven by the last invoice that was sent. Where you have files attached, and you had selected to include files as an attachment when emailing the invoice, the next invoice you send with file attachments should have this selected by default.

A caveat to this is when you are working in incognito mode, or refresh your browser settings at which point the next invoice will revert to this option being deselected.

We want to transparent with you here that we don't have intentions of changing behaviour of how the send modal works in the near term.

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  • Kathryn Moir commented  ·   ·  Report

    One of our customers likes to attached their Terms of Trade as a PDF to their quotes and invoice emails that get sent out from Xero. It would be great if you could add this PDF attachment to the default email template so that it automatically goes out with the quote or invoice, rather than having to remember to add it separately.

  • Martin Milewski commented  ·   ·  Report

    I would like to attach my pricelist to every email invoice I send out from my files in xero like a link in the invoice email.

    Also I would like to send my whole client base announcements via email eg price change or change to my terms and conditions through xero.

  • Will Mullins commented  ·   ·  Report

    Yes please, this would be a valuable function and ideally having defaults option, with / without.

  • Mark Stevens commented  ·   ·  Report

    Another blindingly obvious omission ! - needs to be fixed !

  • Mark Stevens commented  ·   ·  Report

    Yes this is a no-brainer - all features should be thought of in terms of reducing clicks !

  • Jane Slater commented  ·   ·  Report

    We want to attach a PDF timesheet to every invoice emailed. Such a pain to have to remember to toggle the box to make sure it gets sent with the invoice every time.

  • Paula Morel commented  ·   ·  Report

    It is unbelievably time consuming to check buttons / dropdowns for each invoice when attaching a file. So easy to send an invoice without attachment.

    There should at least be some kind of default setting in invoicing where you can select either:

    On - Always send all attachments with invoices
    Off - Set at invoice level when sending ( as per existing process)

  • Liza Galos commented  ·   ·  Report

    Would be very helpful to have this feature so that you can add T&C documents to all quotes and invoices.
    We also attach product spec sheets - I have loaded these as attachment in the product file, yet it still doesn't appear in quote or invoice and I have to locate and reattach and make sure I then tick to attach.

  • Dave Gronow commented  ·   ·  Report

    If you attach a file to your invoice, it's because it needs to go with it. I can't believe this is not automatic when emailing an invoice and that you have to check another box - it's too easy to forget and then creates more headaches.

    Please fix this Xero - just tick the box as Default!

    ...this must be a very easy/quick code fix!

  • Sarah Jacobs commented  ·   ·  Report

    And do we need to use up a whole row to for the 'sent' box to be shown - what a waste of space causing more scrolling. Surely it can be put at the top next to the status 'awaiting payment'

  • Sarah Jacobs commented  ·   ·  Report

    Agreed - being forced to click any more than the current method is an inefficiency that needs to be removed.
    There now seems to be 2 sections in new invoicing where you have to action in order to attach a document when emailing invoices:
    1. Attach files - in the invoice edit screen, rather than just drag and drop attachments onto the invoice, you now have to open the 'attach files section' and click on 'send with invoice'
    2. Email - you are forced to click 'attach files to email' again, even though I've already clicked 'send with invoice'
    Also this section is unclear - if there's more than one attachment, does it send all attachments?

    2.

  • Tim Sneller commented  ·   ·  Report

    Add your T's & C's to the bottom of the invoice template(s). Then they will print with the invoice.

  • Aubyn Fauteux commented  ·   ·  Report

    Yes, this is a real pain to attach our terms and conditions each time!

  • Brian Smith commented  ·   ·  Report

    Can we enable the api to attach a file when passing from mycleanpos app

  • Jamie Groves commented  ·   ·  Report

    Seems like this is often requested. I would love too for all the same reasons. Remembering to attach full T&Cs each time will be a pain to be honest.

  • Paul Marsh commented  ·   ·  Report

    The ability to always send quotes with our Ts & Cs would be extremely useful

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