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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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  • Will Mullins commented  ·   ·  Report

    Yes please! This would be so valuable. I also need to attach T&C's and would be a real benefit to automate for quotes.

  • roland allen commented  ·   ·  Report

    This would be a very useful improvement. We would like to be able to bulk import invoices and auto attached related PDF files as listed in the import .csv file The invoice number and the PDF file would have the same name. We currently do this all manually

  • Tim Sneller commented  ·   ·  Report

    We put our T&C's in the invoice footer, so that they always get sent. There is incidentally, no apparent limit to the length of the footer - It just spills onto the next page (Or the back of the invoice if you use double-sided printing.) You can have different invoice layouts/names for different T&C's

  • Pete Eastwood commented  ·   ·  Report

    Standard attachments like T&Cs should be able to be defaulted to attach every time. Easily forgetting to do this this can cause big issues later.

    If the Files section had a checkbox next to each team to attach by default, this could be solved easily and allow us to implement company wide policies around this area.

  • James Crawley commented  ·   ·  Report

    This is a critical issue for us as with every invoice we have to send our terms and conditions

  • Kevin Jakins commented  ·   ·  Report

    I'm guessing this is similar to attaching photos to invoices. Having to click each photo when you might have 10 to 20 is a time waste why not a simple button that says attach all or selction boxes on the side of each file and photo so you tick all the ones you want and then click attach all selected to invoice.

  • Sophie Purdue commented  ·   ·  Report

    It would be great to see, a few clients of ours would like to attach long terms and conditions to every invoice

  • Tim Sneller commented  ·   ·  Report

    In the UK, now that tax is digital, it is a requirement to have a digital copy of the invoice on the system.

    We therefore have to manually attach a copy of the PDF which is emailed to us. If the invoice delivered by the Xero Network included a copy of the original invoice, already attached, this would save work, and reduce errors.

  • Paul McCormack commented  ·   ·  Report

    In addition, can we capture within the contact company details if a particular attachment is required with each invoice and if not attached, xero will validate this requirement and present a warning message? eg:

    Contact: ABC Company Ltd is setup to send an attachment for each Invoice
    Create invoice
    Attempt to save invoice
    Xero presents warning; 'Please attach xxxxxxx to your invoice'.
    proceed with adding attachment and ability to skip warning and save/send without attachment.

    apologies if this has already been suggested.

  • Ruben Lamprecht commented  ·   ·  Report

    It would be handy as some customers contracts require additional information to be submitted with each invoice.

  • Ahmed Williams commented  ·   ·  Report

    Hi, I am in agreement with the comments below. We bulk upload our invoices as created in the Xero invoice template, then presently we need to attach the same document to each invoice (we run invoices in batches of 100). There has to be a simple way so that the documents can be attached to the invoices, either at the creation stage (before the approval process) or as the invoices are being sent out. Presently we need to open all 100 invoices and attach the documents separately.

  • Tim Sneller commented  ·   ·  Report

    Our payment information is included in the TERMS part of the Invoice branding.

  • [Deleted User] commented  ·   ·  Report

    I agree this would be handy. I'd like to include our payment instructions PDF with our invoices. Ideally it could be APPENDED to the PDF invoice, but just including it as an attachment to each invoice (with the option to deselect if desired) would be quite handy.

  • [Deleted User] commented  ·   ·  Report

    I agree this would be handy. I'd like to include our payment instructions PDF with our invoices. Ideally it could be APPENDED to the PDF invoice, but just including it as an attachment to each invoice (with the option to deselect if desired) would be handy.

  • Jay Mann commented  ·   ·  Report

    Currently, if you wish to attach a file to an invoice for example, you must do this individually. This is a long task if files such as T&C's are wanting to be attached to all invoices. Consequently, it would be ideal if you could attach files to different transactions in bulk, or apply this in the invoice settings, to apply to all invoices under a branding theme for example, instead of having to do these individually.

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