For small businesses

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1. New invoicing - Unlink due date from invoice date

   I am having problems with Xero automatically changing my due by date when I adjust the invoice date. I found a previous post where someone had the same problem and it was marked as resolved. But that is not the case. We often draft invoices for a customer - with carefully calculated due dates based on the service to be performed. When I go back to issue and approve the invoice - the invoice date changes but I want the due date to stay the same. I have to recalculate now as Xero changes it. Can this be fixed - or at least made an option to have due dates not automatically change once set?
   Thank you

   I am having problems with Xero automatically changing my due by date when I adjust the invoice date. I found a previous post where someone had the same problem and it was marked as resolved. But that is not the case. We often draft invoices for a customer - with carefully calculated due dates based on the service to be performed. When I go back to issue and approve the invoice - the invoice date changes but I want the due date to stay the same. I have to recalculate now as Xero changes it. Can this be… more

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2. Financial Settings - Ability to untick CIS Contractor/Subcontractor if ticked in error.
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3. New Invoicing - Add Total at Top

   Add a total invoice amount at the top of the screen like the old invoicing format. It's a pain to open an invoice and have to scroll all the way to the bottom to find the total amount of the invoice, especially if it's a long invoice. The old invoice format shows the invoice total at the top of screen

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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   While we don't have any direct plans for adding a total back at the top of the invoice, it'd be good to get a sense of the interest if this is important to others in community here, too.

   Though I appreciate it's not a solve for the idea. To help speed up getting to the bottom of the page on those lengthier invoices, Julie you may find using the 'end' button on your keyboard helpful 🙂

4. New invoicing - Retain formatting and special characters in Contact 'To' field

   It's good to see you have extended the period before removing classic invoicing because I still need to revert to classic for certain features that are missing from the new system, namely:

   1. The ability to copy invoices to Bills and PO's - this is an important feature that I use regularly
   2. Send invoices via Xero network - again this is a feature that has been useful especially for invoicing between subsidiaries.
   3. Save and continue feature, I don't like the auto save feature because it continues to update the history and notes while I am still adding details to the invoice and is adding excessive notes that are unnecessary.
   4. In the email feature it adds the word "amp" when the symbol & is used in a contact name - this never happened with Classic invoicing.

   In short there is nothing in the "new" invoicing system that I found to have made this process all worthwhile, it has been nothing short of frustrating and brings to mind the old adage: "if it ain't broke don't fix it!!"

   It's good to see you have extended the period before removing classic invoicing because I still need to revert to classic for certain features that are missing from the new system, namely:

   1. The ability to copy invoices to Bills and PO's - this is an important feature that I use regularly
   2. Send invoices via Xero network - again this is a feature that has been useful especially for invoicing between subsidiaries.
   3. Save and continue feature, I don't like the auto save feature because it continues to update the history and notes while I am still adding details to the… more
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   3 comments  ·  Business features  ·  delete…  ·  Admin →
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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Appreciate your feedback here, Helen. We already have existing idea that we've added your vote to for the first 3 points you've shared. You'll receive any updates of progress for these separately. I'll just adjust the title for your idea here to reflect your last point around the formatting of a contact name. We'll let you know if there is any change planned for this, here.

5. Contacts - Record / copy of the statement email attached to the contact profile so you can see the history for debtors managem

   Have a record / copy of the debtors statement email attached to the contact profile so you can see the history for debtors management.

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   0 comments  ·  Contacts & communication  ·  delete…  ·  Admin →
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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi Matthew, this isn't automated however you can manually upload an attachment of the contacts statement to their record for this purpose.

6. New invoicing - Don't allow Invoice Only Draft Only user to select Create new item

   When I am logged-in to Xero as a user with "Invoice only" and "only create drafts" permissions, it is my understanding that this user should not be able to create new invoice items or see menu options for creating new items. However, it appears this user can see this menu option when adding a line item to an invoice and attempt to create a new item, leading to an ambiguous error message.

   Expected Behavior:
   User with "Invoice only" and "only create drafts" permissions does not see and cannot select any menu options for creating a new item that can be added to an invoice.

   Actual Behavior:
   User with "Invoice only" and "only create drafts" permissions sees a menu option to create a new item while adding a new item to an invoice, and is able to attempt to create a new item, but the item save fails with an ambiguous error message.

   Steps to reproduce:
   1. Log-in to Xero as a user with with "Invoice only" and "only create drafts" permissions.
   2. Click the "+" icon on the top menu bar and select Invoice to begin creating a new invoice.
   3. Select an empty row to add a new invoice line item.
   4. When the pop-up menu appears, the first option in the list is "Create new item".
   5. Click on "Create new item". The "New item" creation screen appears.
   6. Complete all necessary text fields for the new item.
   7. Click "Save" button.
   8. Error message appears: "Your changes were not saved because an error occurred."

   See attached screen recording for an example of the ambiguous error message.

   I confirmed with Xero support (in case CX0015982514) that this is the expected behavior. They suggested I post here to get upvotes for this feature, which to me seems more like a bug.

   At a minimum what we would hope to see is if this "Create new item" menu option must appear in the list, that if an Invoice-Only/Draft-Only clicks on it, they immediately see an message pop-up saying they don't have permission to access this. Or if they must go into the new item creation screen, if they click on the "Save" button, instead of a generic error message they get a permission denied message so it is clear why it didn't work.

   When I am logged-in to Xero as a user with "Invoice only" and "only create drafts" permissions, it is my understanding that this user should not be able to create new invoice items or see menu options for creating new items. However, it appears this user can see this menu option when adding a line item to an invoice and attempt to create a new item, leading to an ambiguous error message.

   Expected Behavior:
   User with "Invoice only" and "only create drafts" permissions does not see and cannot select any menu options for creating a new item that can be… more

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7. NZ Payroll - Sick leave entitlements to automatically accrue when employees are included in any future pay run following their entitlement.

   As a Chartered Accountant, I’ve observed an issue in Xero’s handling of sick leave entitlements that I believe warrants improvement. Currently, if an employee is not included in the pay run closest to their sick leave entitlement date, the entitlement does not accrue. This creates a significant gap in compliance with employment obligations and adds unnecessary administrative burden to correct.
   To enhance the functionality and flexibility of Xero's payroll system, I think that sick leave entitlements should automatically accrue when the employee is included in any future pay run following their entitlement date. This adjustment would ensure compliance with employment standards and streamline the payroll process for businesses and their advisors.
   I believe this change would provide considerable value to Xero users by reducing errors and making the system more intuitive. I’d appreciate support from the community to bring this to the attention of the development team.
   Thank you for considering this improvement.

   As a Chartered Accountant, I’ve observed an issue in Xero’s handling of sick leave entitlements that I believe warrants improvement. Currently, if an employee is not included in the pay run closest to their sick leave entitlement date, the entitlement does not accrue. This creates a significant gap in compliance with employment obligations and adds unnecessary administrative burden to correct.
   To enhance the functionality and flexibility of Xero's payroll system, I think that sick leave entitlements should automatically accrue when the employee is included in any future pay run following their entitlement date. This adjustment would ensure compliance… more

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   4 comments  ·  Payroll  ·  delete…  ·  Admin →
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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Thanks for your feedback of how Xero handles sick leave entitlements, Natalee.

   I've made sure this is shared back with our product team, and while we can understand the reason for change you'd like to see here, we want to be open that this isn't something we have planned in the immediate future.

   Right now, if an employee isn't included in the scheduled pay run when their leave anniversary date falls, you'll need to do a manual leave adjustment to grant the employee the missed entitlement.

   If there's any news of change for this, we'll update you here.

8. Bank Reconciliation - Copy details from statement line into spend/receive money

   Please set the bank reconciliation lines on the right-hand side to pre-populate with the details on the left=hand side, that is as long as there is no 'match'' and it is not a transfer. I'm mystified as to why I have to copy and paste all of the information from the left side to the right side when Xero could do this in a jiffy. Presently the pre-population remembers a long lost description I may have made such as 'birtthday gift' and Xero is remembering this forevermore. It would be simple and accurate to pre-populate especially since valuable information (such as credit card holder, original FX amount, credit card number) all appear in the description line and it is absolutuley tedious having to copy it all across! Thankyou

   Please set the bank reconciliation lines on the right-hand side to pre-populate with the details on the left=hand side, that is as long as there is no 'match'' and it is not a transfer. I'm mystified as to why I have to copy and paste all of the information from the left side to the right side when Xero could do this in a jiffy. Presently the pre-population remembers a long lost description I may have made such as 'birtthday gift' and Xero is remembering this forevermore. It would be simple and accurate to pre-populate especially since valuable information (such… more

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   submitted  ·  2 comments  ·  Accounting features  ·  delete…  ·  Admin →
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9. AU Payroll - Two employees on Grow plan, or the ability to tack on employees

   The new Grow subscription only allowing for one employee is really tough for accountants operating in the micro-business space, as many of the small businesses that I have been working to get onto Xero are either married couples or two business partners who need exactly two payroll employees, with no intention to grow beyond that number.

   Having to jump from Grow to Comprehensive just to add a payroll user is prohibitive for a lot of my clients, and knowing that this is the case is stopping me from recommending Xero as a product where it would have been a no-brainer six months ago.

   It's still amazing software so I hate having to consider other alternatives when clients ask me for product recommendations. Is there any chance the Grow subscription could be expanded to include two employees or, alternatively, for there to be an option to add payroll for more employees at a monthly fee as per some of the older plans?

   I understand that the segment of business I'm operating in might not be the one that Xero is going after but it would be tremendously helpful and I think a lot of clients would perceive it as an act of good faith.

   The new Grow subscription only allowing for one employee is really tough for accountants operating in the micro-business space, as many of the small businesses that I have been working to get onto Xero are either married couples or two business partners who need exactly two payroll employees, with no intention to grow beyond that number.

   Having to jump from Grow to Comprehensive just to add a payroll user is prohibitive for a lot of my clients, and knowing that this is the case is stopping me from recommending Xero as a product where it would have been a no-brainer… more

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   submitted  ·  2 comments  ·  Subscription & support  ·  delete…  ·  Admin →
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10. MTD For Income Tax (UK) - Accounts selection

    When we eventually have to submit quarterly IT reports to HMRC, it will be very very helpful to be able to select which income accounts, and which expense accounts are include in the submission. Similar to being able to produce a custom profit and loss report. The reason being that some income or expense categories might be something that only gets included in the year end tax return calculations. My particular scenario as a sole trader is operating only one bank account, into which goes all my income, but out of which comes not only 100% business expenses, but also expenses for which a % allocation has to be made at year end by my accountant. Or sometime excluded from the business accounts altogether. So to be able to submit the quarterly updates either by selecting which are the relevant income and expense accounts, or by basing it on a custom made P+L report would be perfect and super flexible.

    When we eventually have to submit quarterly IT reports to HMRC, it will be very very helpful to be able to select which income accounts, and which expense accounts are include in the submission. Similar to being able to produce a custom profit and loss report. The reason being that some income or expense categories might be something that only gets included in the year end tax return calculations. My particular scenario as a sole trader is operating only one bank account, into which goes all my income, but out of which comes not only 100% business expenses, but also… more

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    submitted  ·  0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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11. Manual Journals - Ability to Sort and Filter search results

    Currently you are unable to concurrently search and sort results in manual journals, and can only do one or the other. Searching resets the sort to default (newest first), and sorting clears search parameters.

    Please consider adding the ability to do both.

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    submitted  ·  0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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12. Reconciliation - Auto fill line with remaining total

    We have a lot of transaction that include GST, but only on part of the purchase. (Mobile catering business where we shop a lot in supermarkets.) When adding details, it has been very helpful to have the transaction already split into two lines for GST-able component and GST-free component. When entering the amount of the payment that includes GST, (which has to be calculated as receipts mostly show GST included), it would be great if the GST-free line auto-filled with the balance. Obviously this wouldn't solve every breakdown of expenses, but it would save having to use the calculator where there are only two lines to fill in with details. This would save me so much time and effort...it would also solve extra time spent on redoing calculation when fat fingers hit a wrong button!)

    We have a lot of transaction that include GST, but only on part of the purchase. (Mobile catering business where we shop a lot in supermarkets.) When adding details, it has been very helpful to have the transaction already split into two lines for GST-able component and GST-free component. When entering the amount of the payment that includes GST, (which has to be calculated as receipts mostly show GST included), it would be great if the GST-free line auto-filled with the balance. Obviously this wouldn't solve every breakdown of expenses, but it would save having to use the calculator where… more

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    submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

    Not something we have immediate plans for but appreciate the detail in your idea here, and we'll start to get an idea of the votes from community in this.

    In the meantime, will be dependent on how you enter transactions, but perhaps Bank Rules could enable you to apply based on proportions?

13. Expenses - Option to submit NIL mileage claim

    Allow users to put in mileage claims at a nil rate per mile.
    This would allow the invoicing team to pick up mileage to charge to clients that is not claimed by operational staff: for example, where operational staff have a vehicle provided by the company.

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    submitted  ·  1 comment  ·  Business features  ·  delete…  ·  Admin →
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14. Improved and transparent user consultation prior to implementing changes.

    Xero made a lot of noise about how good the 'new invoicing' feature would be. Users gave plenty of feedback early on when new invoicing was optional, both in comments and by not switching over to new invoicing. Xero proceeded with the change seemingly unaware of the negative mood amongst users to the new invoicing feature.

    The product ideas section show, only in it's first 5 pages, 43 product ideas about new invoicing. Many of these product ideas are requests for previously available features to be made available again. Many of the ideas are under consideration or being worked on.

    This shows that users liked new invoicing far less than Xero first believed they would. This shows that the process that Xero used to gauge users' response to the changes, that process was deficient because it reported back to Xero that new invoicing was ready for release when it clearly wasn't.

    What's needed here is a more transparent process and more honest communication from Xero with its users.

    Xero made a lot of noise about how good the 'new invoicing' feature would be. Users gave plenty of feedback early on when new invoicing was optional, both in comments and by not switching over to new invoicing. Xero proceeded with the change seemingly unaware of the negative mood amongst users to the new invoicing feature.

    The product ideas section show, only in it's first 5 pages, 43 product ideas about new invoicing. Many of these product ideas are requests for previously available features to be made available again. Many of the ideas are under consideration or… more

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

    Appreciate your feedback, Martin. I can assure you throughout the build of new invoicing we have engaged and tested out features with many different users. To keep customers informed throughout we have shared blog posts and regularly update our Xero Central page with what's been delivered and what's to come.

    Being such a widely used feature, we have focused on features that suit majority of our customers needs. We appreciate some customers still want to see more development and we are continuing to enhance this new invoicing experience.

    Our products teams have conducted lots of research and testing to refine deliveries, and Xero Product Ideas here is another great way for us to understand what matters most to our customers - As you noted, we are listening and keeping users updated as developments progress with the status updates.

    We understand our customers would like to be more involved as we continue development across our products and features and I encourage anyone that would like to help with this to sign up to our research panel.

    Appreciate your feedback, Martin. I can assure you throughout the build of new invoicing we have engaged and tested out features with many different users. To keep customers informed throughout we have shared blog posts and regularly update our Xero Central page with what's been delivered and what's to come.

    Being such a widely used feature, we have focused on features that suit majority of our customers needs. We appreciate some customers still want to see more development and we are continuing to enhance this new invoicing experience.

    Our products teams have conducted lots of research and testing to refine deliveries, and Xero Product Ideas here is another great way for us to understand what matters most to our customers - As you noted, we are listening and keeping users updated as developments progress with the status updates.

    We understand our customers would like to be more involved as we… more

15. 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

    6 votes

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    2 comments  ·  Business features  ·  delete…  ·  Admin →
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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.

16. Xero Tracking Summary Report - Add the QUANTITY Column

    Hi there, would be awesome to be able to have a column in the Xero Tracking Summary Report which would sum up the quantities from what you entered in the quantity column in the Receive Money/Spend Money when you reconcile the transactions. This is especially important when organisations are measuring the quantities (eg. number of trips taken; number of food parcels handed out) are used with Xero. As it takes a lot of time to go into each transaction and see what the quantities are to get the group total, this feature would save people a lot of time.

    *Screenshot 1 attached shows the product idea requested
    *Screenshot 2 shows the quantity column where the quantity was originally entered
    on the "Receive Money" transaction.

    Hi there, would be awesome to be able to have a column in the Xero Tracking Summary Report which would sum up the quantities from what you entered in the quantity column in the Receive Money/Spend Money when you reconcile the transactions. This is especially important when organisations are measuring the quantities (eg. number of trips taken; number of food parcels handed out) are used with Xero. As it takes a lot of time to go into each transaction and see what the quantities are to get the group total, this feature would save people a lot of time.

    *Screenshot… more

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    7 votes

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    submitted  ·  2 comments  ·  Accounting features  ·  delete…  ·  Admin →
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17. UK payroll - Ability to include additional fields in Pension Contribution Report

    Xero cannot current cope with companies that have more than one pension scheme. The upload I need to send to the pension provider includes payroll number, pensionable earnings for period, start date and date of birth. It would be useful if Xero had the ability to add these and additional fields if required customised in the contribution report.

    23 votes

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    submitted  ·  5 comments  ·  Payroll  ·  delete…  ·  Admin →
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18. Contact - View Available Credit

    Display in the Contact Section the amount of Credit the customer has in his favor because of prepayments made by them. You are able to see the customers credit when you have an invoice they owe for it to be credited to that specific invoice. But it would be super helpful to view in that little summary of the customer, how much he owes the company and if there is any credit in his favor to be applier.

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    3 votes

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

    Appreciate the screenshot showing where you'd like to see this, Carlos. Not something we have immediate plans for but we'll track the interest here and share if there are any changes planned for surfacing credit limits visibility on a contacts record.

19. Demo Company (US) - Add the Reconcile Period feature

    It'd be great if the new bank reconciliation feature called Reconcile Period was available in Demo Company (US) so we could test it out without impacting live data.

    2 votes

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    submitted  ·  1 comment  ·  Accounting features  ·  delete…  ·  Admin →
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20. NZ GST - GST return note

    With the old GST return layout, you used to be able to add a note on the return as to why you made an adjustment, can this be bought back please

    14 votes

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    submitted  ·  4 comments  ·  Accounting features  ·  delete…  ·  Admin →
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