For small businesses

471 results found

1. Xero Expenses - Search Projects by code

   Currently when we are submitting expense claims we have to scroll through all our past projects to find the project we need to assign an expense to. We would like a simple search bar placed at the top of this list so we can start typing and the relevant projects will come up as an option.

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   submitted  ·  0 comments  ·  Business features  ·  delete…  ·  Admin →
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2. Inventory - Part exchange feature for tracked items

   When raising a sales invoice for the part exchange of a vehicle there should be a feature to record the entire sale and then debit the A/r account for the amount of cash payment owed and them debit the remaining balance to a tracked inventory account.

   EG.

   CR Sales 8,500

   DR A/R 3,500

   DR Tracked inventory 5,000

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   submitted  ·  AdminEthan M (Admin, Xero) responded

   
   

3. Chart of accounts - Ability to use a - not a in codes

   Codes are set up as ***-yy which isn't logical to type. I guess it's an accounting convention but I can type 501.50 much easier (one hand on the numeric keypad and no need to move it to the'-') than 501-50.

   For non-accountants, and IT people 501.50 is the logical way to type and enter these codes.

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   1 comment  ·  Accounting features  ·  delete…  ·  Admin →
   delivered  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi Kevin, you can use symbols including '-' or '.' when setting up your chart of account codes. This applies when importing or adding a singular account within Xero. If you need any help with this I'd recommend connecting with our specialists at Xero Support who can get more information to help with your org.

4. Find & Recode - Use with inventory Item Codes in invoices and bills

   It would be good if we have an option to recode item codes in bulk within invoices or bills using fine and recode option

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   submitted  ·  2 comments  ·  Accounting features  ·  delete…  ·  Admin →
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5. Bills - Batch payment report account number and sort code

   When processing a batch payment report on Xero and exporting to excel to upload to the bank, separate the Account number and sort code - it currently processing them as one number omitting any zero's and this creates an incorrect bank account number, so makes the report useless.

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   submitted  ·  1 comment  ·  Accounting features  ·  delete…  ·  Admin →
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6. General Ledger Reporting - Group by Account Type

   Under the GL Summary Report(new) and GL Detailed Report (new), i notice they run by account code in alphabetical order as a result of which some Balance Sheet and P/L items are mixed together.

   How can i run both the above reports in a way whereby all the Balance Sheet items are on top in alphabetical order follow by all the P/L items thereafter in alphabetical order

   Can anyone help

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   submitted  ·  4 comments  ·  Accounting features  ·  delete…  ·  Admin →
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7. New Invoicing | Contact - Change default selection on tab from "add new"

   Currently trying to use the new invoicing, but I'll start typing a contact name then tab across before seeing the contact pop up, since I use this contact daily. Under the old invoicing, it would just find the contact once I hit tab. Under the new invoicing, a new contact is created. And since the invoice is saved immediately, this new contact is also saved, so once I finish with the invoice, I then need to go and archive the contact that was created.
   Can we change the defaults or something to fix this?
   It does the same thing with products - I type in the product code that I know exists since I enter it daily, it can't find it so by the time I hit "tab" it'll attempt to create a new product.
   Makes new invoicing so slow it's unusable for me.

   Currently trying to use the new invoicing, but I'll start typing a contact name then tab across before seeing the contact pop up, since I use this contact daily. Under the old invoicing, it would just find the contact once I hit tab. Under the new invoicing, a new contact is created. And since the invoice is saved immediately, this new contact is also saved, so once I finish with the invoice, I then need to go and archive the contact that was created.
   Can we change the defaults or something to fix this?
   It does the same thing with… more

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   3 comments  ·  Business features  ·  delete…  ·  Admin →
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   working on it  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi community, appreciate your feedback. Currently our team are working on some improvements to the To field in new invoicing and the contacts card that appears when selecting a contact. We understand some of our customers make use of the keyboard much more than the mouse and in reviewing the flow when using Tab the team will be making a change to make selection of a contact and movement to the date field smoother. I'll come back to confirm the detail of the change when this is released.

8. New invoicing - Permanent Price Update on Invoice

   I'd like to suggest a feature enhancement for the invoicing system. When adding new line items from our saved parts catalog, it would be incredibly useful if we could update the price of a product directly on the invoice, and have that new price saved permanently to the in our inventory product code. This way, we can ensure that our part prices are always up-to-date without the need to manually update them in multiple places. This would be really helpful for business that have a lot of different part numbers or product codes from multiple suppliers.

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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Thanks for sharing, Steven. Not something we have plans for just atm.

   Out of interest would you expect existing invoices where you have used this item to be updated with the price as well or only subsequent invoices?

9. UK Payroll - Add pay element nominal codes to employees records rather than at Company level

   As we don't have the ability to turn off automatic posting of payroll, can you add nominal codes for ER NI & ER Pension, other analysis fields to employees records rather than at Company level to allow easier analysis and posting of payroll journal.
   There is a field on the employee record to enter the nominal code for their wages cost so why can't there be more fields for different codes?

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10. Inventory - Run Inventory List report by stock codes in Foreign Currency

    Generate inventory list report in FC by stock codes as it's very important if you have businesses in various countries with different FC to know an item costs EUR *** in Europe vs USD in USA instead of all in GBP

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    0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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    submitted  ·  AdminEthan M (Admin, Xero) responded

    
    

11. New invoicing - Freeze header row when editing

    Copy to Draft
    We use copy to a draft invoice every day for Sales Entries in a Hotel Business.
    The base Sales Invoice has numerous lines for all the possibilities to process each day's
    sales. EG: Sales - Bottleshop, Sales - Bar, Sales - Bistro etc. There are approximately 50 lines on each Sales Invoice. Amounts are updated in the row that is applicable. Some rows will be $0 on some days. The GL codes need to stay the same.

    New invoicing is bring in a "default GL account" when the previous Sales Invoice had a $0 in that line. This appears to be the first Income Account in our Chart.
    This is very frustrating & dangerous & has created errors in our coding.
    We are having to check every line is correctly coded to the right GL account, before posting.
    This is not giving us confidence in the New Invoicing feature.

    Also The spacing of the GL Account Code Column is too small.
    After the GL code number & the start of the GL Account Name we can only see about 8 characters. With many Account Names like Income - Accommodation, Income Bottleshop etc, we have to click into the field to check the correct coding.
    It would be much better if we could see either all & a much longer Account Name field.

    In addition, the row headings need to be fixed, so as you move down the lines of entry, it is clear what column you are entering into.

    Thank you for some of the improvements in this area - of Copy to Draft.
    We desperately would like those above also fixed.

    Copy to Draft
    We use copy to a draft invoice every day for Sales Entries in a Hotel Business.
    The base Sales Invoice has numerous lines for all the possibilities to process each day's
    sales. EG: Sales - Bottleshop, Sales - Bar, Sales - Bistro etc. There are approximately 50 lines on each Sales Invoice. Amounts are updated in the row that is applicable. Some rows will be $0 on some days. The GL codes need to stay the same.

    New invoicing is bring in a "default GL account" when the previous Sales Invoice had a $0 in that line.… more

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    submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

    Thanks for your feedback and sharing this with us here, Stuart.

    Appreciate the detail and screenshot you've shared. You're first note around the account code filling may be related to the auto suggestion feature and I've added your vote onto this idea so if there's any change there, you'll be updated.

    We also have a separate idea around viewing the full account name that I've also added you on to, here.

    In relation to freezing or having a floating header row - Can see where creating longer invoices this could be helpful too. I've updated the title of your idea here so we can begin tracking interest specifically in this and share if there are developments.

12. E-Invoicing - Dual language support (English and Arabic) for ZATCA (Zakat, Tax, and Customs Authority) compliance in KSA

    To add a feature in Xero for dual-language invoices (English and Arabic) and to generate QR codes for ZATCA compliance (Saudi Arabia), here's a structured approach. Xero does not natively support dual-language invoices with QR codes directly, but you can integrate third-party applications or customize invoice templates to meet these requirements.

    1. Integrating Dual-Language (English & Arabic) Invoices in Xero Xero doesn't provide a built-in feature for dual-language invoices (English and Arabic) by default, so this needs to be handled through third-party integrations or custom solutions.

    A. Using a Third-Party Integration App
    Search for ZATCA-Compliance Apps:

    Go to Xero Marketplace and find third-party apps that support dual-language invoicing and ZATCA e-invoicing compliance (e.g., Sahab, Fatoorah, ZATCA E-invoice solutions).
    These apps can automatically generate invoices in both English and Arabic, ensuring compliance with Saudi tax laws.
    App Features:

    The integration app should allow for:
    Automatic generation of English & Arabic language invoices.
    Support for QR code generation on invoices (for ZATCA compliance).
    B. Manual Template Customization (If No Integration App is Available)
    Custom Invoice Templates:

    Xero allows you to customize invoice templates, but this typically requires a developer or technical setup.
    To create a dual-language invoice, the template must be manually edited to include both English and Arabic fields for items such as product descriptions, taxes, and terms.
    Steps:

    Go to Settings > Invoice Settings.
    Customize the template by adding fields for both English and Arabic.
    Use HTML or CSS (if needed) to create a format that displays both languages side by side.
    However, this method can be complex and might not automatically adapt to various languages.

    1. Adding QR Code for ZATCA Compliance on Invoices ZATCA requires invoices to include a QR code that contains the invoice details for validation. This can be added through integrations or custom development.

    A. Using a ZATCA-Compliance App
    Many third-party apps in Xero’s marketplace can automatically generate QR codes for ZATCA-compliant invoices.
    Example: Integration with platforms like Fatoorah, Sahab, or ZATCA API can automatically add the QR code.
    Ensure that the app includes the following data in the QR code:
    Invoice ID
    VAT Amount
    VAT Rate (15%)
    Transaction Date
    B. QR Code Manual Generation (Custom Solution)
    If you’re working with custom templates:
    Generate QR Codes via a third-party tool (e.g., QR Code API or Google’s Chart API) and manually embed it in the invoice template.
    Use the ZATCA specifications to ensure the correct data is embedded within the QR code for ZATCA compliance.
    3. Steps to Implement Dual-Language Invoices and QR Code in Xero
    Step 1: Install Third-Party App for ZATCA Compliance (Dual-Language & QR Code)
    Go to Xero Marketplace and install a third-party app that supports:
    Dual-language invoices (English & Arabic).
    QR code generation for ZATCA compliance.
    Integration with ZATCA API for e-invoice submission.
    Recommended Apps:

    Fatoorah or Sahab (supports e-invoicing in Saudi Arabia).
    Step 2: Set Up Language Preferences
    In the third-party app, configure the default language to show both English and Arabic.
    Ensure that Arabic translations for products/services, VAT details, and terms are accurate.
    Step 3: Enable QR Code Generation
    Ensure the integration app is configured to automatically generate a ZATCA-compliant QR code.
    The QR code should contain the necessary details such as:
    Invoice number
    Date of issue
    Tax amount
    VAT breakdown
    Step 4: Create and Send Dual-Language Invoices
    When creating a new invoice, the dual-language invoice will be generated automatically (both English and Arabic).
    The QR code will also be included on the invoice for ZATCA compliance.
    Preview the invoice and ensure both languages appear, and the QR code is scannable.
    Step 5: Submit to ZATCA (if integrated)
    If the third-party app supports direct ZATCA submission, invoices will automatically be submitted to the ZATCA portal.
    If not, you can manually submit e-invoices via the ZATCA system or use the app’s API.
    4. Conclusion
    While Xero doesn’t natively support dual-language invoices with QR codes for ZATCA compliance, integrating third-party solutions can streamline the process. Here’s a quick summary:

    Install a ZATCA-compliant third-party app (e.g., Fatoorah or Sahab) for automatic generation of dual-language invoices (English and Arabic) and QR codes.
    Configure the language settings in the app and ensure QR code generation is enabled.
    Generate, preview, and send ZATCA-compliant invoices to your clients.
    By leveraging the right tools and integrations, you can meet Saudi Arabia’s e-invoicing regulations while maintaining efficient operations in Xero.

    To add a feature in Xero for dual-language invoices (English and Arabic) and to generate QR codes for ZATCA compliance (Saudi Arabia), here's a structured approach. Xero does not natively support dual-language invoices with QR codes directly, but you can integrate third-party applications or customize invoice templates to meet these requirements.

    1. Integrating Dual-Language (English & Arabic) Invoices in Xero Xero doesn't provide a built-in feature for dual-language invoices (English and Arabic) by default, so this needs to be handled through third-party integrations or custom solutions.

    A. Using a Third-Party Integration App
    Search for ZATCA-Compliance Apps:

    Go to Xero Marketplace and… more

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    submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi Saqib, while we’re unable to offer eInvoicing in your region at this time, you could look into third-party apps available in the Xero App Store that support eInvoicing.

13. Expense claims - Choose which fields are optional

    Adding a feature in Xero that allows finance admins to designate specific fields on expense claims as mandatory or optional would ensure consistent data entry, improve financial tracking, and streamline the approval process.

    Key Benefits:

    Enhanced Compliance: By making certain fields mandatory, such as business function or event tracking, admins can ensure that all necessary information is provided, reducing the risk of incomplete or incorrect submissions.

    Improved Data Accuracy: Mandating specific fields ensures that critical data, like cost centers or project codes, are always captured, leading to more precise financial tracking and reporting.

    Flexibility: Different organizations or departments may have unique requirements for expense submissions. This feature would allow Xero to be more adaptable to various business needs, enabling admins to tailor the expense claim process to fit their specific workflows.

    Streamlined Approval Process: With mandatory fields in place, expense claims are more likely to be complete upon initial submission, reducing the need for follow-up and speeding up the approval process.

    This feature would not only improve the efficiency of the expense submission process but also ensure that key financial data is consistently captured across the organization.

    Adding a feature in Xero that allows finance admins to designate specific fields on expense claims as mandatory or optional would ensure consistent data entry, improve financial tracking, and streamline the approval process.

    Key Benefits:

    Enhanced Compliance: By making certain fields mandatory, such as business function or event tracking, admins can ensure that all necessary information is provided, reducing the risk of incomplete or incorrect submissions.

    Improved Data Accuracy: Mandating specific fields ensures that critical data, like cost centers or project codes, are always captured, leading to more precise financial tracking and reporting.

    Flexibility: Different organizations or departments may have… more

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14. Payment Services - Add Alipay as a payment service

    Proposal: Integrating Alipay as a Payment Option in Xero

    Overview
    Introducing Alipay as a payment option for Xero invoices will provide significant benefits for businesses engaging with international markets, particularly China. As China is Australia’s largest trading partner, offering a seamless payment method like Alipay will enhance cash flow, improve payment experiences, and reduce barriers for Chinese customers to pay invoices.

    Key Reasons to Integrate Alipay:

    China is Australia’s Largest Trading Partner

    China accounts for a significant share of Australia’s exports and imports. For businesses that trade with Chinese companies or customers, Alipay is often the preferred or only method of payment.

    Providing Alipay as an option makes it easier for Chinese partners to pay invoices promptly, avoiding delays caused by incompatible payment systems.

    Alipay’s Market Dominance

    Alipay is one of the most widely used payment platforms in China, with over 1.3 billion users worldwide.

    It dominates the digital payment landscape, with Chinese businesses and individuals heavily reliant on it for transactions.

    By integrating Alipay, Xero will enable businesses to cater directly to this massive user base.

    Seamless Cross-Border Transactions

    Traditional international bank transfers are often slow, expensive, and prone to errors, especially when dealing with currency conversions.

    Alipay simplifies the process by allowing instant, secure payments while managing the exchange rate in real-time.

    This will accelerate cash flow for businesses and reduce administrative overheads related to tracking international payments.

    Increased Competitiveness for Xero

    Competitors offering invoicing software may already be looking to integrate popular international payment methods.

    Adding Alipay will enhance Xero’s value proposition for businesses that trade with Chinese partners, making it a preferred choice for international companies.

    Facilitating Growth for Australian Businesses

    Australian exporters, particularly in sectors like agriculture, education, gas, manufacturing, and tourism, rely heavily on Chinese customers.

    Allowing payments via Alipay will make it simpler for these businesses to collect revenue, helping them focus on growth and strengthening trade relationships.

    Improving Customer Experience

    For Chinese businesses and individuals, paying via Alipay is familiar, trusted, and easy. This reduces friction and encourages prompt payments.

    Businesses will experience fewer payment disputes or abandoned invoices when their customers can use their preferred method of payment.

    Strengthening Xero’s Presence in Asia-Pacific

    By supporting Alipay, Xero can bolster its presence in the Asia-Pacific region, particularly among small-to-medium enterprises looking to trade with China.

    This strategic move aligns with Xero’s goal to expand its reach and customer base globally.

    Increased Adoption of Digital Payments

    Alipay supports the global trend of moving towards cashless and digital payments.

    Adding this payment option complements Xero’s existing tools for managing invoices, automating payments, and streamlining financial operations.

    Implementation Benefits:

    Reduced Payment Delays: Faster and more reliable transactions.

    Improved Cash Flow: Businesses can access funds quickly and reduce waiting times.

    Simplified Processes: Streamlined currency conversion and automated payment reconciliations.

    Enhanced Customer Satisfaction: A payment method tailored to key trading partners.

    Conclusion
    Integrating Alipay into Xero’s platform will significantly enhance Xero’s appeal to businesses operating with Chinese customers and partners. This move will not only simplify the payment process but also improve cash flow, customer satisfaction, and Xero’s competitive position in the market. By acknowledging the needs of businesses in an increasingly global economy, Xero can continue to be a leader in innovative financial solutions.

    Proposal: Integrating Alipay as a Payment Option in Xero

    Overview
    Introducing Alipay as a payment option for Xero invoices will provide significant benefits for businesses engaging with international markets, particularly China. As China is Australia’s largest trading partner, offering a seamless payment method like Alipay will enhance cash flow, improve payment experiences, and reduce barriers for Chinese customers to pay invoices.

    Key Reasons to Integrate Alipay:

    China is Australia’s Largest Trading Partner

    China accounts for a significant share of Australia’s exports and imports. For businesses that trade with Chinese companies or customers, Alipay is often the preferred or only method… more

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    submitted  ·  1 comment  ·  Business features  ·  delete…  ·  Admin →
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15. UK Payroll - Timesheets for employees on Annual Salary

    Overtime needs to be recorded on Timesheets and be included in pay runs for employees on a fixed annual salary.

    We've been using Xero for 5+ years. It's brilliant in so many ways, and this basic functionality is missing, or rather, I expect is poorly coded.

    We have a number of employees on a fixed, 5 day per week, annual salary, which is divided by 12 to generate their pay every month. However, it's not uncommon for them to work overtime: additional hours here and there and sometimes whole extra days.

    Currently, the flaw (I really think this is a straightforward bug) in the system is that if we record an employee's overtime hours on a Timesheet, it deletes their basic salary. As Xero can't currently handle such a basic feature, it means keeping a note separately for each employee, outside the Xero system.

    We use PlanDay to record employees hours for part-time employees and full-timer who work overtime. We chose PlanDay and use it, because Xero bought PlanDay and we assumed they would ensure that both apps were coded to work seamlessly together, but they really don't currently.

    So we can neither use Xero, nor PlanDay to record such basic functionality and have to resort to separate spreadsheets and then adding the overtime manually.

    Is it just me, or does anyone else have this issue?

    Thanks,

    Matthew

    Overtime needs to be recorded on Timesheets and be included in pay runs for employees on a fixed annual salary.

    We've been using Xero for 5+ years. It's brilliant in so many ways, and this basic functionality is missing, or rather, I expect is poorly coded.

    We have a number of employees on a fixed, 5 day per week, annual salary, which is divided by 12 to generate their pay every month. However, it's not uncommon for them to work overtime: additional hours here and there and sometimes whole extra days.

    Currently, the flaw (I really think this is a… more

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    submitted  ·  3 comments  ·  Payroll  ·  delete…  ·  Admin →
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16. Reports - Group account transactions by month

    I would be good to be able to carry out data analysis of each nominal code and therefore group the account transactions by month with totals rather than by week which will ultimately tie back to the P&L. This would make it useful when carrying out data analysis from the P&L.

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    submitted  ·  3 comments  ·  Business features  ·  delete…  ·  Admin →
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17. Multicurrency - Stop showing archived Tracking data in reports

    Please can you add the ability to stop archived tracking codes appearing on P&L reports just because they had a foreign currency item at some point.
    - Archived tracking codes, with no data in current FY or reporting period appear because years and years ago it had foreign currency trans.
    - The currency L or G are not relevant to the current reporting period. The FY is closed, in some cases years and years ago - there is no need for it to keep appearing.

    Please stop this happening.

    With the new 200 tracking code reports now released this problem with the currency not having a hard close is a big problem.

    Please can you add the ability to stop archived tracking codes appearing on P&L reports just because they had a foreign currency item at some point.
    - Archived tracking codes, with no data in current FY or reporting period appear because years and years ago it had foreign currency trans.
    - The currency L or G are not relevant to the current reporting period. The FY is closed, in some cases years and years ago - there is no need for it to keep appearing.

    Please stop this happening.

    With the new 200 tracking code reports now released this problem… more

    5 votes

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    submitted  ·  1 comment  ·  Accounting features  ·  delete…  ·  Admin →
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18. AU Payroll | STP phase 2 - Split allowances from the hourly rate

    STP2 - Splitting allowances for all purpose from the hourly rate

    We have employees with all purpose allowances - ie it forms part of the base hourly rate and extrapolates in to overtime rates and annual leave loading. I now have to take it out of the rate and pay as separate line items including overtime and annual leave multipliers.

    Is Xero in their pay templates going to make changes to say have a tick box to indicate an add on allowance to the rate so regardless of the pay lines (that are set up as such) they multiply they allowances out at the same time? ie where you code up a time-sheet with say ordinary rates and overtime; when I pay the employee has a line for ordinary, a line for allowance, a line for overtime x 1.5, and a line for allowance x 1.5
    Thanks

    STP2 - Splitting allowances for all purpose from the hourly rate

    We have employees with all purpose allowances - ie it forms part of the base hourly rate and extrapolates in to overtime rates and annual leave loading. I now have to take it out of the rate and pay as separate line items including overtime and annual leave multipliers.

    Is Xero in their pay templates going to make changes to say have a tick box to indicate an add on allowance to the rate so regardless of the pay lines (that are set up as such) they multiply they… more

    7 votes

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    2 comments  ·  Payroll  ·  delete…  ·  Admin →
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    submitted  ·  AdminEthan M (Admin, Xero) responded

    Hey community 👋 thanks for the interest in this idea! 

    
    

    Just to clarify, when creating a new allowance pay item, you'll have the options to 'Contribute towards annual leave rate' and 'contributes towards overtime rate'.

    
    

    This setting will include allowance type pay items in the calculation of annual leave and overtime rates. 

    
    

    I can see the main request here was a 'box to indicate an add on allowance'. 

    
    

    Can you confirm if this tick box in payroll settings solves that request? 

    
    

    -Ethan M

19. Reporting - Include transactions and their project details

    A report to show transactions that have been posted including the account code and the projects that the transactions have been assigned to with data parameters.

    We reconcile the sales, direct costs and gross profit amounts from the project summary report to the same amounts in the profit and loss report but currently there is no way to identify differences when they arise. The above report will really be helpful!

    • 

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    2 comments  ·  Accounting features  ·  delete…  ·  Admin →
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    submitted  ·  AdminEthan M (Admin, Xero) responded

    
    

20. Please add chart of account codes as a filter on the Income and Expenses by Contact report

    Please add chart of account codes as a filter on the Income and Expenses by Contact report

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    1 comment  ·  Business features  ·  delete…  ·  Admin →
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