For small businesses

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1. 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.

   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… more

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   0 comments  ·  Business features  ·  delete…  ·  Admin →
   Feedback  ·  AdminDavina Roper (Admin, Xero) responded

   ✨ 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.

   
   

2. Reports - report comparing supplier expenditure per month

   Custom Report comparing supplier expenditure per month - actual payments rather than total invoice that was entered on this date. Unless you are an accountant apparently this cannot be done - does that mean i have to pay an accountant just to get this report functionality? I am paying for Ultimate atm thinking I would have the ability to do everything, sadly this is not the case. Yes I have been on xero support who were not helpful in the slighest, tbh she had to check twice and then emailed to say the above!!!

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   0 comments  ·  Accounting features  ·  delete…  ·  Admin →
   Feedback  ·  AdminAnis Anuar (Admin, Xero) responded

   Hi Maria, appreciate your thoughts on supplier expenditure reporting.

   We’ll need a bit more detail for your post to be considered an idea here. This helps others in the community know what they’re voting for, and ensures your suggestion reaches the right people in product for consideration. For example, it would help to know the specific data, layout, or summaries you’d like to see in the report.

   If you’d like to update your idea, you can reply to this update and we’ll re-review it. You can also check out Xero Central for tips on what makes a strong idea.

   In the meantime, you can check out or Cash Flow Manager report that will help predict your businesses’ financial overview, cash in and cash out. However, please note that information on cash payments in the previous three months is required to predict the cash flow projection.

   
   

3. Reporting - Add NDIS Funding Period Tracking in Xero

   With the rollout of the NDIA’s new PACE system, NDIS participant plans now include funding periods (e.g. monthly or quarterly). Providers and plan managers must track and claim within these timeframes, but Xero currently doesn’t support this.

   Adding a Funding Period Tracking feature would let users:

   Set funding period start/end dates per participant or support category

   Track and report spend per period

   Receive alerts for overspend or expiring funds

   Validate invoices against active funding periods

   This would help thousands of NDIS providers maintain compliance, reduce manual tracking, and strengthen Xero’s value in the disability sector.

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   0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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   Gaining Support  ·  AdminSonal Pamnani (Admin, Xero) responded

   Hi Nicole, thanks for sharing your idea, and letting us know the changes that matter most for you.

   We've reviewed your idea and now it's up to the community to get behind and support it. Make sure you share your idea with any colleagues that this could benefit so they can add their vote too!

4. Inventory - Report for item rentals

   We are a meadery that often sells mead in kegs. This idea would also apply to breweries.

   I use a "Keg" inventory item to track the physical keg shells. I use a separate item for the product inside the keg. So an invoice for one keg will show two items: the mead itself and the keg. This helps me keep track of our physical kegs on hand, weather they are full or empty.

   When a client returns a keg, they receive a credit note for returning the keg. In addition to getting their deposit back, this keeps my inventory correct.

   This system works well to keep track of how many kegs we have at our location, but it would be wonderful to run a report to see which customers currently have kegs out and how many.

   This could be generalized into any type of rental item, as the keg shells are essentially rented from us, we do expect to get them back.

   Thank you!

   We are a meadery that often sells mead in kegs. This idea would also apply to breweries.

   I use a "Keg" inventory item to track the physical keg shells. I use a separate item for the product inside the keg. So an invoice for one keg will show two items: the mead itself and the keg. This helps me keep track of our physical kegs on hand, weather they are full or empty.

   When a client returns a keg, they receive a credit note for returning the keg. In addition to getting their deposit back, this keeps my inventory correct.

   … more

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   0 comments  ·  Business features  ·  delete…  ·  Admin →
   Completed  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi Kent, I know it's sometime since you started your idea here. However, coming back across it now it sounds like you could use customer Smart Lists or the Inventory Item Details report to view customers that you have sold specific items too within a period.

5. Country-specific features and ecosystem for Nepal

   Proposal – Xero Expansion Strategy for Nepal

   Summary:
   Nepal presents a strong opportunity for Xero with its growing SME sector, increasing digital adoption, and government focus on VAT/TDS compliance. To succeed, Xero should focus on localization, affordability, and integrations.

   Key Recommendations:

   Localization – Automate VAT & TDS filing in government-approved formats, support NPR currency with NRB exchange rate sync, and offer bilingual (Nepali/English) invoices.

   Mobile-First Approach – Lightweight app with offline functionality, expense capture via SMS, and local-language notifications.

   Banking & Wallet Integration – Partner with leading Nepali banks (Nabil, NIC Asia, Global IME, etc.) and mobile wallets (eSewa, Khalti, IME Pay) for seamless payments and reconciliation.

   Pricing Strategy – .....................................................................................

   Ecosystem Development – Launch “Xero Academy Nepal” for accountant/CA training and collaborate with universities to build cloud-accounting skills.

   Value Proposition:
   Affordable, localized cloud accounting with mobile-first design and wallet/bank integration will give Xero a first-mover advantage over Tally and QuickBooks, making it the preferred choice for Nepal’s SMEs.

   Proposal – Xero Expansion Strategy for Nepal

   Summary:
   Nepal presents a strong opportunity for Xero with its growing SME sector, increasing digital adoption, and government focus on VAT/TDS compliance. To succeed, Xero should focus on localization, affordability, and integrations.

   Key Recommendations:

   Localization – Automate VAT & TDS filing in government-approved formats, support NPR currency with NRB exchange rate sync, and offer bilingual (Nepali/English) invoices.

   Mobile-First Approach – Lightweight app with offline functionality, expense capture via SMS, and local-language notifications.

   Banking & Wallet Integration – Partner with leading Nepali banks (Nabil, NIC Asia, Global IME, etc.) and mobile wallets (eSewa, Khalti,… more

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   0 comments  ·  Subscription & support  ·  delete…  ·  Admin →
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   Gaining Support  ·  AdminPaul Hodges (Admin, Xero) responded

   Thanks for sharing your idea, and letting us know the changes that matter most for you.

   As you're possibly aware, Xero doesn't currently have specific features for Nepalese businesses, so for now we'd suggest using the Global edition.

   We've reviewed your idea and now it's up to the community to get behind and support it. Make sure you share your idea with any colleagues that this could benefit so they can add their vote too!

   Along with votes, other members can now comment to share additional detail about how your idea could improve their experience with Xero.

6. Glitches in the software

   I've always felt like your software was created by people who have never used the software themselves because some of the pathways and defaults just don't make sense. Note: I access Xero using the Chrome browser.
   Here are some changes that could be made that would really improve the user experience with Xero:

   1. When I'm entering bills, some date fields want me to enter the date like this: date/month/year and other times it wants me to enter it like this: month/date/year.  It's very frustrating having to switch back and forth randomly.

   2. After I finish putting in a bill, I click "Bills to Pay" at the top of the page and it takes me to paid bills. Why doesn't it take me to unpaid bills? I would never click "Bills to pay" and want it to take me to paid bills. The landing page for the bills section should never be All Bills or Paid Bills, it should always be Unpaid Bills. I have this same problem when I click Bills after I allocate a credit note. For some bizarre reason it takes me to Paid Bills. Please make it take me to unpaid bills. 

   3. When I'm entering bills, the due date should automatically default to the date of the bill. I noticed you are able to set a default due date for invoices a user creates, but nothing defaults for bills that are entered and it should just do the date of the invoice to make it easier to adjust the due date for each bill that is entered.

   4. The pages jump to strange locations. After I've reconciled an item and hit 'OK' the page always jumps to a weird portion up or down the page rather than where I was working before I hit "OK". I have to scroll to find the next item I was working on each time I reconcile an item. A lot of pages jump to weird locations like that. It is extremely cumbersome and confusing working around this glitch.

   5. The bank feeds never work for long. I try to connect them, sometimes they won't connect and when they do they always randomly disconnect and it's hit or miss if I can reconnect them. I do not understand why this service is so unreliable. With Quickbooks I can connect the feeds and they stay connected until I disconnect them or change my passwords. 

   I've always felt like your software was created by people who have never used the software themselves because some of the pathways and defaults just don't make sense. Note: I access Xero using the Chrome browser.
   Here are some changes that could be made that would really improve the user experience with Xero:

   1. When I'm entering bills, some date fields want me to enter the date like this: date/month/year and other times it wants me to enter it like this: month/date/year.  It's very frustrating having to switch back and forth randomly.

   2. After I finish putting in a bill, I click… more

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   Not in pipeline  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi Jenna, we appreciate your feedback and the detail you've given is great. However, it's best that strange behaviour or performance issues are shared with our specialists at Xero Support who have tools to be able to investigate and escalated with our team if something isn't working as it should.

   There are a couple of your points I wanted to confirm here;

   • Bills to pay - you are able to set a default page for this. It sounds like it may currently be set to Paid bills in your org. You can set the default by clicking the 3 dots in the top right of the page where you'll see 'Default bill page' to select your preference
   • Default for bills due date - From the same place you can go to for invoice (Invoice settings) you can set a default Due date for your bills.

   I'd recommend raising a case so we can confirm the other behaviours you're getting.

   In terms of product ideas here, we ask that each post is for 1 idea only. This makes it clear for community to understand what they're supporting and to take back to our product teams for review. Thanks

   Hi Jenna, we appreciate your feedback and the detail you've given is great. However, it's best that strange behaviour or performance issues are shared with our specialists at Xero Support who have tools to be able to investigate and escalated with our team if something isn't working as it should.

   There are a couple of your points I wanted to confirm here;

   • Bills to pay - you are able to set a default page for this. It sounds like it may currently be set to Paid bills in your org. You can set the default by clicking the 3 dots in the top right of the page where you'll see 'Default bill page' to select your preference
   • Default for bills due date - From the same place you can go to for invoice (Invoice settings) you can set a default Due date for your bills.

   I'd recommend raising a case… more