For small businesses

843 results found

1. UK Payroll - Seperate PAYE within Payroll to support Tronc

   In UK hospitality, Tronc (tips) systems require a different PAYE to your normal payroll. It would be very useful if Xero could accommodate more than one Payroll, including PAYE reference and employees could have a job with each.

   A pay run should be able to be created with each PAYE separately, and each would have its own coding to the balance sheet. e.g. Net Wages, and Net Wages Tronc are different numbers in COA.

   As things stand I've had to create a second company, paying for a payroll which does not integrate into our main company in any way so we don't benefit from any journals or banking integrations.

   In UK hospitality, Tronc (tips) systems require a different PAYE to your normal payroll. It would be very useful if Xero could accommodate more than one Payroll, including PAYE reference and employees could have a job with each.

   A pay run should be able to be created with each PAYE separately, and each would have its own coding to the balance sheet. e.g. Net Wages, and Net Wages Tronc are different numbers in COA.

   As things stand I've had to create a second company, paying for a payroll which does not integrate into our main company in any way so… more

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2. 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.

3. Sales Invoice - View tracking as a column

   Our company recently combined all departments onto one Xero account. It would be great to be able to see a 'Department' column on the Business - Quotes / Business - Invoices / Business - Purchase Orders pages so that we can see which departments have raised which quotes etc.
   
   In general, it would be great to be able to customize the overview/summary views to tailor it to which columns are relevant to our business.

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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi Janice, appreciate the suggestion in community here. Although each of these areas have a similar page, being open they would each be developed by separate teams and it'd be good to understand the interest in being able to see tracking for each separately to be considered by product. 

   I've slightly changed the title of your idea here for Sales invoices. We have one for Bills across here you may like to support, and you're welcome to create others for each area of Xero you'd like to see this in. 

4. Invoices - Protect/Lock invoices from alterations (in addition to Lock Dates)

   Our company's invoicing procedure comprises three steps:
   (1) invoice generation by our own custom software and also pushed to Xero through the Xero API,
   (2) direct debit payments manually added and processed via GoCardless (on their own website, not Xero's integration) for selected invoices, and
   (3) invoice reconciliation in Xero. This process is jeopardized when any alterations are made to the invoices in any of the systems (our database, Xero, or GoCardless), causing inconsistencies and the need for corrective credit notes.

   We primarily use our custom software for invoice generation and management (90%) and occasionally create manual invoices in Xero (10%). The current Xero setup allows users to modify invoices freely (both our API generated ones and manual ones), but our aim is to maintain strict control over (specificall the API) invoice creation and updates.

   The ideal solution would be an invoice locking mechanism which would prevent unauthorized alterations. We cannot revoke the invoice management role from certain users as they need to be able to create and manage manual invoices in Xero, therefor potential implementations could include:

   API-generated Lock: Developers using the Xero API could be given the option to lock the invoice during generation to prevent front-end users from editing. Then only the API's invoice update endpoint could be allow to update the incoice.

   Role-based Lock: Different locking/unlocking permissions could be assigned to specific roles in the system.

   Possible types of locks could include:

   Warning: A soft lock which, when the 'Edit Invoice' button is clicked, triggers a popup with a custom message warning against unauthorized changes.
   Code: An organization-wide code known to authorized users which is required to edit a locked invoice.
   Request to Access: Users can send a request to modify a locked invoice, which sends a notification to designated approvers in the organization.

   Preventing unauthorized or accidental changes to invoices is essential to maintaining a consistent and efficient invoicing process, especially nowadays when there are many connections between systems. I believe these suggestions, or any form of preventive mechanism, could greatly enhance Xero's functionality and user experience.

   Our company's invoicing procedure comprises three steps:
   (1) invoice generation by our own custom software and also pushed to Xero through the Xero API,
   (2) direct debit payments manually added and processed via GoCardless (on their own website, not Xero's integration) for selected invoices, and
   (3) invoice reconciliation in Xero. This process is jeopardized when any alterations are made to the invoices in any of the systems (our database, Xero, or GoCardless), causing inconsistencies and the need for corrective credit notes.

   We primarily use our custom software for invoice generation and management (90%) and occasionally create manual invoices in Xero… more

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   submitted  ·  AdminEthan M (Admin, Xero) responded

   
   

5. Sales invoices - Allocate overpayments and credits once published

   Kelly Munro shut down discussion on an idea I suggested, because she was under the mistaken impression that she had resolved the issue, which she had not. I suggested that it would be useful to be able to allocate payment of purchase invoice against overpayments and credits. While what Kelly suggested was correct - that this is possible to do when an invoice is first raised, it is only possible at this stage. It is not possible later. I have a client whose main supplier operates a very complicated system of prepayment for orders. This results in a large number of overpayments. There are also some invoices which are not paid in advance (for other services and surcharges), but it is not obvious which these are until all the rest have been matched against the bank statement. So matching them to existing credits isn't an option. Kelly shut down my suggestion. Not a good example of listening to the customer, Xero. And I still have to open every single overpayment and credit note (from a few hundred pounds to pennies) and allocate them against the invoice, instead of opening the invoice and selecting the credits to be allocated from the drop down list. That can be a good hour of my time, and it's tedious. Thanks, Xero.

   Kelly Munro shut down discussion on an idea I suggested, because she was under the mistaken impression that she had resolved the issue, which she had not. I suggested that it would be useful to be able to allocate payment of purchase invoice against overpayments and credits. While what Kelly suggested was correct - that this is possible to do when an invoice is first raised, it is only possible at this stage. It is not possible later. I have a client whose main supplier operates a very complicated system of prepayment for orders. This results in a large number… more

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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi Heather, while maybe slightly brash do appreciate the feedback. 

   With your added detail we're happy to have the idea in the forums here that we can get a feel for the appetite on - You're always welcome to reply to an update I've shared on an idea too and we can review this. 

   
   

   Please understand it's not my intention to inhibit customer feedback, but will do our best to highlight and share places where features and capability in the product do exist but may just be unknown by users. 

6. automate remittance advices for xero pay

   Automation of remittance advices being sent once payment batch is approved with Xero pay. Currently they are sent individually once the batch is approved and shows up on the bank account transactions list. It would be great to be able to send them out as a batch once the batch payment is approved. Also would be good if you could deselect any that you don't need to send out should that be the case.

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7. Invoicing - Keep Classic Email Template as an option

   Feedback on the Updated Email Invoice Template: Prioritising Client Experience Over Financial Details

   As a business owner wholly committed to providing exceptional customer service, I've encountered significant issues with the new email invoice template that I believe warrant urgent attention from the Product Team.

   1. Focus on Experience, Not Payments: Our aim is to immerse our clients in a seamless service experience. By prominently featuring payment details in the email, it inadvertently shifts the client's focus from the quality of service to financial transactions. Clients should have the option to review detailed financials at their discretion by accessing the invoice themselves.

   2. Redundant Summary Details: Entities responsible for payments meticulously review each invoice item to process payments accordingly. Therefore, summarising these details in the email adds no functional value and complicates the payment process, as they cannot merely pay a lump sum based on the email summary.

   3. Simplicity is Key: Our clients prefer straightforward communication. The additional elements introduced in the new template clutter the email, deviating from the clean and direct format that our clients appreciate.

   4. Privacy Concerns: The new template increases the risk of financial information being exposed inadvertently or through security breaches. The visibility of invoice details within emails could potentially reveal sensitive client data to unauthorised viewers, thereby compromising privacy.

   5. Request for Consistency: The Classic Invoicing system's email template was well-received and effective. Is there a specific reason why the Product Team cannot maintain this format? Keeping it would avoid these issues and support our goal of delivering an undistracted, high-quality client experience.

   I believe reverting to or allowing an option to maintain the Classic Invoicing email template could significantly enhance the service experience we strive to provide. I would appreciate the Product Team's consideration of these points and look forward to a resolution that aligns with the needs of businesses focused on providing an exceptional client experience.

   Regards,

   Andrew Chadwick

   Feedback on the Updated Email Invoice Template: Prioritising Client Experience Over Financial Details

   As a business owner wholly committed to providing exceptional customer service, I've encountered significant issues with the new email invoice template that I believe warrant urgent attention from the Product Team.

   1. Focus on Experience, Not Payments: Our aim is to immerse our clients in a seamless service experience. By prominently featuring payment details in the email, it inadvertently shifts the client's focus from the quality of service to financial transactions. Clients should have the option to review detailed financials at their discretion by accessing the invoice themselves.

   2. … more

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   Completed  ·  AdminKelly Munro (Community Manager, Xero) responded

   Thanks for your feedback, Andrew. 

   We appreciate the new view may not be to everyone's liking. If you'd prefer to strip this back, you can edit your Sales invoice Email template/s to uncheck the option of 'Include action to online invoice and detail summary' as shown in my screenshot. 

8. UK Payroll - Add filters to all reports, i.e. leave overview and Auto enrollment.

   It will be great to have meaningful payroll reports. E.g., the leave overview is a blunt tool, as it shows all employees, including those who have left. The same applies to the Auto Enrolment Summary Report - it is a basic on-screen report with no filters, etc. And, yes, includes historical employees. Where there are filters, these overlook some choices which should be present. E.g., wage type, which payroll runs are they- monthly, quarterly, weekly, etc

   •  

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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Thanks for sharing your idea, Seth. We appreciate you taking your time to share changes that would be most meaningful to you.

   We'll monitor and track support your idea receives from the community.

   You can find out and stay updated with all Xero releases on Xero Central.

9. Bills - Changing VAT code on paid supplier invoices

   It would save a lot of time if it would be possible to edit the VAT code on paid and reconcilled invoices, just like you can change the nominal code. The VAT return is done at the end of each quarter, which means that the majority of invoices and expenses have been paid, by the time you are running your VAT return and double checking that all invoices and expenses have been correctly coded for VAT. At the moment, if an item is miscoded I need to go to that item, unreconcile the paymemt, go back to the item and the edit the VAT coding then go to the bank rec and re-reconcile the payment. This is bad enough if it was a signgle payment, but often it is a batch payment of a number of payments often 30+ that I then have to re-create the batch payment and re-run it. This is a very time consuming process.

   It would save a lot of time if it would be possible to edit the VAT code on paid and reconcilled invoices, just like you can change the nominal code. The VAT return is done at the end of each quarter, which means that the majority of invoices and expenses have been paid, by the time you are running your VAT return and double checking that all invoices and expenses have been correctly coded for VAT. At the moment, if an item is miscoded I need to go to that item, unreconcile the paymemt, go back to the item and… more

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   Completed  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi community, we have a help article surrounding this topic as there are a few different options available. If you're an adviser you could consider Find & recode as an option but would highly recommend testing this out in the demo company to get an idea of how this works if it's your first time.

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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11. NZ Payroll: Include TOIL leave in Leave Liability report

    Payroll - Leave Liability Report to include Time in Lieu or Time Banked. For Companies that choose to offer Time in Lieu to their employees, this will be extremely helpful for reporting purposes. Also if it was available in Excel would be great. Thanks.

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12. Batch Deposit - Search and select on Awaiting Payment screen

    Currently when selecting invoices to include in a batch deposit you can only select what's on the current screen, when you click to the next screen you lose the selections you made on the previous screen. I have thousands of invoices awaiting payment, even with the max display amount of 200, it's 30+ screens to scroll through. I have to create multiple batch deposits in order to capture everything that's being taken to the bank that day. Please add a search field that will save and allow multiple invoices to be included in batch deposits.

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13. Check for duplicates between bills and spend money transactions

    I like the feature that flags potential duplicate bills

    I'd like the feature to also check for potential spend money transactions that instead should have been applied to the bills (same for sales invoices and receive money transactions)

    If the bank statement line date is close to the bill due date, and if the amount is the same - that's enough to flag as a potential duplicate

    It would be wise to make the feature able to be turned off, for the cases where there are a lot of false matches

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    submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

    It sounds like you may enter Spend money transactions prior to reconciling, Scott? If so is there a particular reason you need this recorded prior to reconciling?

    Just to confirm what's currently available, within bills to pay and the purchase overview you'll see a notification if Xero detects duplicate bills.

    Separately when reconciling, if a statement line amount matches the outstanding amount on an invoice/bill, this invoice/bill is suggested as a match. This feature is designed to help prevent spend/receive money transactions being created when there is already a bill/invoice.

14. Transactions report - all info in one line per transaction (not a second PST line)

    Report for "Account Transactions" should only produce one line per transaction.

    Currently, the report splits off a separate line for the PST component of each transaction, adding "- PST" in the description and to the contact name, and pulls the PST amount out of "Gross".

    I need an account transaction report that includes GST, PST and the unit price in "gross" on a single line per transaction. These gross values will match the bank statement, and have the description/reference/contact and the account(s) the transaction was coded to.

    The easiest approach is to have additional columns to select from, and (critically) only one line per transaction. Columns could be: "Gross", "PST", "GST", "Net" ... so if a purchase was made on $100 with 5% GST and 7% PST, the line would look like:

    Date / Purchased Item / $112 Gross / $7 PST / $5 GST / $100 Net / Description / Contact / etc.

    Currently, to get that kind of report, I need to export a CSV and use spreadsheet magic to isolate out the PST lines, and then add the PST back into the "gross"!

    Report for "Account Transactions" should only produce one line per transaction.

    Currently, the report splits off a separate line for the PST component of each transaction, adding "- PST" in the description and to the contact name, and pulls the PST amount out of "Gross".

    I need an account transaction report that includes GST, PST and the unit price in "gross" on a single line per transaction. These gross values will match the bank statement, and have the description/reference/contact and the account(s) the transaction was coded to.

    The easiest approach is to have additional columns to select from, and (critically)… more

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15. Quote Report - Change Invoice Ref and Date columns to 'Quote'

    Reports - Quote Summary pulls incorrect column references. Xero dont accept this is an error and think its a product enhancement.
    Currently when you produce a quote report you cannot have a column titled Quote Ref or "Quote date". Xero has a bug which is using "Invoice Ref" and Invoice Date". Obviously for customers of our business they get annoyed that we are sending them reports implying a quote has been accepted and invoiced rather than purely pending. Such a basic error in Xero but they just dont accept the error

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    submitted  ·  0 comments  ·  Business features  ·  delete…  ·  Admin →
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16. AU Payroll - Option to add ETP Type D

    We have had the unfortunate event of an employee pass away whilst still employed.

    I would like to suggest that Xero make it easier for companies to be able to process a death benefit payment (ETP - type D) within the system rather than having to process this manually and then having to do journal entries for the system to balance correctly. And to then have to process paper copies of PAYG payment summaries to report this to the ATO.

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    submitted  ·  0 comments  ·  Payroll  ·  delete…  ·  Admin →
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17. Fixed Assets - Allow Standard users to delete Draft asset transactions

    Amend the Standard user level to have the ability to delete draft asset draft transactions. If an invoice has been incorrectly entered and allocated to asset account and the information pushed through to draft assets, the standard user, who made the error should be able to correct it. They are able to correct the invoice side of things, but this does not remove it from the draft asset list, and they are unable to delete. Standard users have the permissions to delete draft bills and invoices, and even bank lines and statements.. but not draft assets?

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    submitted  ·  0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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18. Contacts - Better explanation for BankAccountNumber when importing

    Better documentation for BankAccountNumber needed.

    The documentation for importing contacts is not clear, specifically how to include banking details.

    First time users, such as myself, could be greatly assisted if the documentation for the BankAccountNumber was described as <bsb><space><account number>.

    I did a large number of documentation and Google searches before it clicked that the BSB and account number are both specified in the BankAccountNumber field. This is not obvious.

    Thank you.

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    submitted  ·  1 comment  ·  Contacts & communication  ·  delete…  ·  Admin →
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19. UK Payroll - Batch Payments: Customise CSV batch file

    The ability to customise a CSV output for Batch Payments as different banks want it in different format

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    submitted  ·  1 comment  ·  Payroll  ·  delete…  ·  Admin →
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20. Payroll - Feature for Cayman Islands

    I'm an experienced chartered accountant relatively new Xero user. I'm flummoxed by the inclusion of payroll transactions in the "bills to pay" section. While the detail is hidden from some users, some personal payroll transactions (related to overpayment) have become viewable by users without payroll access. Even summary transactions should not be viewable by people without payroll access.

    All payroll transactions should be in a separate section to avoid confusion and any breach of privacy.

    I cannot, for the life of me, see the rationale for including payroll transactions in this area in the first place.

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    0 comments  ·  Payroll  ·  delete…  ·  Admin →
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    Not in pipeline  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi Steve, appreciate it hasn't been too long since I last updated you here. I wanted to round back with an update as we;re making changes to Global Pay Run. Meaning this product will be retired from April 2026.

    With no plans for developing Xero payroll specifically for other regions at this time we'll shift your idea to Not planned, however I'd recommend exploring our Xero app store where we have multiple payroll app partners that integrate with Xero and could meet the needs of your business.