API Connected Apps - Options for Approved and Awaiting Approval transactions
The two-way communication between Xero and integrated software/apps needs to have at least some settings options – currently, there are none. At this point, it’s either connect or disconnect. The way Xero and the integrated software communicate is based solely on what they envision businesses using Xero would like as features, with a strong focus on streamlining processes. To make things as simple as possible, all invoices and costs added to Fergus (and many other project management apps) just go straight into Approved.
When staff members, contractors, or anyone with access to the software/app can add costs to ongoing projects which are then synced to Xero, it’s a great feature. But if something is added to the wrong cost and it’s automatically approved, it creates chaos in our Xero system and results in unnecessary double handling. Unfortunately, we have experienced numerous instances where Xero has had errors in cost allocations, requiring extensive review and reconciliation. Issues that wouldn’t have been necessary if there was an option to sync bills, invoices etc. from integrated software's/apps to Awaiting Approval for the accounts department to check first.
Integrated apps/software are meant to help speed up processes, not slow them down. Of course, every company operates differently, but you can’t micromanage every employee or contractor, and mistakes happen. Xero, as an accounting software, is for many businesses the source of truth, and anything approved usually needs to be double-checked to avoid situations where items must be voided or reports don’t add up. Awaiting Approval helps ensure the information uploaded to Xero is correct before it lands in Approved.
A simple on/off switch to choose whether invoices, bills, etc. go to Awaiting Approval or directly to Approved/Ready for Payment would be extremely helpful.
Orchard-Rose Roehrig
shared this idea
✨ Thanks for sharing this idea and outlining why having control over the sync status matters for your workflow. To clarify how this works today: Xero doesn’t manage or control how individual third‑party API integrations behave. The integration partners decide how their apps talk to Xero and which statuses they create, so changes to that behavior sit with the app provider rather than within Xero. Next best step would be to reach out to your app provider and request a setting that routes new transactions into Awaiting Approval (rather than Approved) so your accounts team can review before authorising. We’ll also capture your feedback to inform our ongoing ecosystem guidance for app partners.
