For small businesses

117 results found

1. Intergrations with mechanics desk

   Mechanics Desk Linked together sharing data and info to provide the customer with the best quality control measures and checklist possible, ensuring productivity and efficiency is met, COGS Cost of goods sold it tracked and Reconcile alongside bank statements displaying correct values calculating profit, expenses, income, gst, and internal expenses funds Introduced also tracking internal transactions between accounts. Integrating the clock in from both mechanics desk and zero together creating seemlessly perfect time tracking with no discrepancies tracking charged hours, & non chargeable hours
   Allowing for Marine Vessel When inputting a vehicle allowing for Port Engine & Starboard Engine Details Such as Serial Number, VIN, Engine Model Number Engine Brand Engine Model Fuel Type Engine Type Vessel Registration also creating a checklist for customer and mechanics with all details above & Comprehensive Checklist for specific size outboards each size requires slightly different checklist
   Comprehensive Trailer Checklists
   Syncing Inventory and deleteing any duplicates, tracking expenses per supplier, inventory
   Providing storage for MSDS Sheets and all other safe compliance information regarding signage, lighting, lining, house keeping. Plenty more to ad but

   Mechanics Desk Linked together sharing data and info to provide the customer with the best quality control measures and checklist possible, ensuring productivity and efficiency is met, COGS Cost of goods sold it tracked and Reconcile alongside bank statements displaying correct values calculating profit, expenses, income, gst, and internal expenses funds Introduced also tracking internal transactions between accounts. Integrating the clock in from both mechanics desk and zero together creating seemlessly perfect time tracking with no discrepancies tracking charged hours, & non chargeable hours
   Allowing for Marine Vessel When inputting a vehicle allowing for Port Engine & Starboard Engine… more

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   3 comments  ·  Subscription & support  ·  delete…  ·  Admin →
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   Not in pipeline  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi Zachary, it looks like there is an integration with Mechanic desk available. If you've already integrated this with your organisation and looking for further capabilities to what it offers we recommend reaching out to their support directly (listed under the additional info section of the Xero app store).

   As they designed and built the integration they can confirm what's possible and would need to make decisions of if this is something they'd be willing to expand their integration for.

2. Automatic Card Type Detection and Dynamic Surcharge Application

   Subject: Feature Request – Automatic Card Type Detection and Dynamic Surcharge Application

   I am writing to request a feature enhancement for Xero’s integrated payment services that would allow businesses to automatically detect the type of card a customer uses (e.g., domestic, international, credit, debit) and dynamically apply the appropriate surcharge.
   Why this feature is important:
   Card processing fees vary significantly depending on the card type and origin. Automatically passing the correct surcharge to the customer ensures transparency and helps businesses recover costs fairly.
   Manual calculation or flat surcharges can result in either under-recovering costs or overcharging customers, which is not ideal for either party.
   Many payment processors (such as Stripe) provide information about the card type at the time of transaction, so this feature could leverage existing data.
   Suggested solution:
   Implement a system within Xero’s payment services that automatically identifies the card type used for each transaction.
   Allow users to set different surcharge rates for different card types (e.g., domestic debit, domestic credit, international credit).
   Ensure the correct surcharge is displayed to the customer at the point of payment, so they are fully informed before completing the transaction.
   Benefits:
   Ensures fair and accurate cost recovery for businesses.
   Improves transparency for customers regarding payment fees.
   Reduces manual work and the risk of errors in applying surcharges.
   Thank you for considering this request. This feature would greatly enhance the flexibility and fairness of Xero’s payment processing, benefiting both businesses and their customers.

   Subject: Feature Request – Automatic Card Type Detection and Dynamic Surcharge Application

   I am writing to request a feature enhancement for Xero’s integrated payment services that would allow businesses to automatically detect the type of card a customer uses (e.g., domestic, international, credit, debit) and dynamically apply the appropriate surcharge.
   Why this feature is important:
   Card processing fees vary significantly depending on the card type and origin. Automatically passing the correct surcharge to the customer ensures transparency and helps businesses recover costs fairly.
   Manual calculation or flat surcharges can result in either under-recovering costs or overcharging customers, which is not… more

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

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

3. Reporting - Consolidation into one management accounts pack

   Hi. We are an International company with various subsidiaries in the UK and overseas. We are using a bespoke accounting system which is not even cloud based. In fact all on the spreadsheets. Designed to serve the purpose. However, It took me a while to persuade our managers to move onto something more advanced, user friendly, that would create all accounts on the platform, not on manual spreadsheets. 
   There are a few downsides I am facing on Xero. This software doesn't have any built in accruals and prepayments invoice system, that could do the accruals and prepayments for you usins the dates you select. However, it is still manageable using either a third party excel that we do anyway or just post manual journals on the monthly basis. I saw someone has already highlighted this idea previosly.
   There is another problem that I am facing at the moment is how could I move all our subsidiaries with their own budgets and Bank accounts under one parent company, but projects? Ideally have lets say 3 diffrent companies with different sets of accounts all seperate (Bank, AP), but when it comes to a month end is to be able to consolidate all into one group consolidation management account? So it can create P&L, BL for all? We started using zero for one of our business, but seems like we can not migrate all in order to consolidate it. Seems like Zero is for small business only? All I do is to feed it into our spreadsheets again. I am trying to run away from manual sets of management accounts on the excel. Finally our sales platfom is so sophisticated, I am still looking for alternatives, but it is a different subject. The consolidation is more important.

   Hi. We are an International company with various subsidiaries in the UK and overseas. We are using a bespoke accounting system which is not even cloud based. In fact all on the spreadsheets. Designed to serve the purpose. However, It took me a while to persuade our managers to move onto something more advanced, user friendly, that would create all accounts on the platform, not on manual spreadsheets. 
   There are a few downsides I am facing on Xero. This software doesn't have any built in accruals and prepayments invoice system, that could do the accruals and prepayments for you usins the dates… more

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

   Hi Svetlana, thanks for sharing your feedback and thank you for trying Xero. We appreciate you explaining how this could support your international operations. While Xero currently supports managing multiple organisations separately, consolidation of the reports is currently done outside of Xero. With regards to the accruals and pre-payments, we recommend raising a case with our support team as they would be able to look into it a bit more.

4. Allow tax adjustments on Bank Transactions added via API

   In the Xero interface, both an Invoice and a Bank Transaction can be given a tax adjustment, e.g. to resolve a rounding error.

   Via the API, only an Invoice can be given a tax adjustment. If sending a POST request with the exact same structure/data to create a Bank Transaction, the tax adjustment is ignored.

   This doesn't make sense given that the tax adjustment on the Bank Transaction is possible via the UI.

   Please amend this so that API POST requests to create Bank Transactions respect the TaxAmount field on the Line Item.

   •  

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

   Hi Virgil, thanks for your feedback on API tax adjustments. It’s helpful to understand where you’re seeing a gap between the UI and what’s currently possible through the API.

   We’ve moved this idea to Feedback, which means it’s now closed for votes and comments. Because this relates specifically to API functionality, the best next step is to raise it in our developer community, where the team who work directly with API enhancements can review it in more detail.

   If you can share your workflow and how this limitation affects your integration when you post there, it will help provide useful context for the developer community.

5. Jobber integration to sync data from Xero

   There is currently a way one sync from Jobber to Xero. It would be great if a sync from Xero to Jobber can be implemented to records payments in Jobber as soon as a transaction is reconciled in Xero. Similar to what is being one with Thryv and other integrations. This will save me about 1 hour of effort everyday and about 5 hours monthly when the bulk payments come in. I have tried to implement this myself however Jobber API support states they will only allow this if a partner works with them like Quickbooks and Stripe.

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

   Hi Jaco, I want to be open that we don't typically design and build integrations with other apps ourselves. We have a Xero Developer ecosystem where interested parties can come to get information on how to integrate and sync data from Xero with their application. If not already, I'd suggest letting Jobber support team know this is something you'd like to see and if they'd consider expanding their integration for.

6. Bills - Add-on for Starter Plan

   5 Bills for small business is extremely low. If Xero won't increase this to 10, then offering an add-on feature would be key. When comparing the price of Xero to QBO, it is getting more and more difficult for me to transfer new clients that are in QBO over to Xero. The value of QBO is exceeding Xero plans, coupled with the live chat and telephone support, many new clients don't want to leave QBO and I can't blame them. 5 bills for $25 is unreasonably low. Jumping up to the next plan at $55 per month isn't warranted for many small businesses.

   5 Bills for small business is extremely low. If Xero won't increase this to 10, then offering an add-on feature would be key. When comparing the price of Xero to QBO, it is getting more and more difficult for me to transfer new clients that are in QBO over to Xero. The value of QBO is exceeding Xero plans, coupled with the live chat and telephone support, many new clients don't want to leave QBO and I can't blame them. 5 bills for $25 is unreasonably low. Jumping up to the next plan at $55 per month isn't warranted for… more

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   0 comments  ·  Subscription & support  ·  delete…  ·  Admin →
   Feedback  ·  AdminAnis Anuar (Admin, Xero) responded

   We appreciate your feedback, this will be shared with our teams. Just to clarify, we do not accept Product Ideas about Xero pricing plans or plan structures, so we can’t make commitments in this space.

7. Invoicing - Approve and send invoices when customer is over their credit limit

   I would like to request the Xero add the feature to be able to approve and send customer invoices even when they have reached there credit limit in the new invoicing. Currently this feature is available in the classic invoicing of Xero. Xero are forcing everyone to move to the new invoicing from September 2024.
   We use an external software for our customer invoicing and then import these into xero the following day after the sale has occurred and email the invoices to the customer. Moving to new invoicing currently means that for any customer that is over the credit limit we would not be able to send them an invoice until they have paid down there account, which is not ideal. I imagine there are plenty of other XERO user's that would be in the same boat as us, using an external software for there customer invoicing and importing into xero at a later point. I believe XERO needs to take this into consideration when releasing changes to ensure it is useable for all user types and does not remove features that are needed.

   I would like to request the Xero add the feature to be able to approve and send customer invoices even when they have reached there credit limit in the new invoicing. Currently this feature is available in the classic invoicing of Xero. Xero are forcing everyone to move to the new invoicing from September 2024.
   We use an external software for our customer invoicing and then import these into xero the following day after the sale has occurred and email the invoices to the customer. Moving to new invoicing currently means that for any customer that is over the credit… more

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

   Hi Afaik, as part of setting a credit limit there is an option to "Block new invoices when credit limit is reached" if you'd still like to be able to send invoices once their limit is reached you'll just want to edit the Contacts record to deselect this option.

8. New Invoicing | Price History

   Dear Xero Support Team,

   I hope this message finds you well.

   I would like to request a feature enhancement within the invoicing function in Xero. As a business that offers custom pricing to different customers, I often sell the same product at varying prices depending on the customer relationship, volume, or promotional discounts.

   Currently, when creating a new invoice in Xero, I am unable to view the previous selling price I offered to a specific customer for a particular product. This makes it difficult to maintain consistency and analyze pricing strategies.

   Feature Request:
   It would be extremely helpful if Xero could display a pop-up or inline message when adding a product to an invoice, showing the following details:

   The product cost (from inventory or item settings)

   The last selling price given to the selected customer

   This feature would allow me to:

   Analyze past pricing and offer consistent or competitive prices tailored to each customer

   Ensure the selling price remains above product cost

   Provide loyal customers with custom discounts to strengthen business relationships

   Avoid relying solely on the default item price, which is not always applicable to every customer

   Such a feature would greatly improve pricing decisions and help maintain profitability and customer satisfaction.

   Please let me know if this feature is currently available through any add-ons or third-party integrations. If not, I hope it can be considered for future development.

   Thank you for your time and support.

   Dear Xero Support Team,

   I hope this message finds you well.

   I would like to request a feature enhancement within the invoicing function in Xero. As a business that offers custom pricing to different customers, I often sell the same product at varying prices depending on the customer relationship, volume, or promotional discounts.

   Currently, when creating a new invoice in Xero, I am unable to view the previous selling price I offered to a specific customer for a particular product. This makes it difficult to maintain consistency and analyze pricing strategies.

   Feature Request:
   It would be extremely helpful if… more

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   0 comments  ·  Accounting features  ·  delete…  ·  Admin →
   Existing functionality  ·  AdminDavina Roper (Admin, Xero) responded

   Thanks for coming to us with this Idea Dexter, I am happy to say this is already possible within Xero . While not specifically set out as you have described, the option to 'Add contacts last items' will populate the invoice with the last items so you can see the price that was charged etc the last time you invoiced the customer.

   If you'd like to try this out before taking action in your own org, you can use the demo company to test it. 🙂

   
   

9. Notes - Ability to bulk add to transactions

   It would be incredibly helpful to be able to update multiple notes at once. For example, if I have a list of 300 invoices and a statement has been sent, I want to see that note on each invoice, so that anyone going into that account can see the last action. So for example, I want to add the note 'Statement sent today requesting payment by 19th April' to all 300 invoices, but I want to be able to select them all and add that note once, not 300 separate times.

   It would be so helpful and would save a huge amount of time if this could be added as a feature for the credit control side of the company - or indeed for the accounts payable side if they have sent out multiple remittances.

   Also, if the last note on an invoice could also be added to a report, that would also be really helpful. e.g if the last note left on an invoice can be added as a selection on the 'columns' drop down on the 'Aged Receivables Detail' report.

   It would be incredibly helpful to be able to update multiple notes at once. For example, if I have a list of 300 invoices and a statement has been sent, I want to see that note on each invoice, so that anyone going into that account can see the last action. So for example, I want to add the note 'Statement sent today requesting payment by 19th April' to all 300 invoices, but I want to be able to select them all and add that note once, not 300 separate times.

   It would be so helpful and would save… more

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   submitted  ·  2 comments  ·  Accounting features  ·  delete…  ·  Admin →
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10. 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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    1 comment  ·  Business features  ·  delete…  ·  Admin →
    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. 

11. W-9 - Integrate sending with Gmail

    Xero doesn't have a built-in option to directly integrate with or automatically use Gmail for sending W-9 requests. That would be really helpful ~

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

    It sounds like you're referring to the Request W-9 window, Reuben? You should be able to set up Gmail as your default email app on the device you're using. If this isn't opening Gmail by default you may want to check your device's settings.

12. Shopify Integration - Confirm Daily payout settlements when importing

    Subject: Request for Integration Enhancement of Xero and Shopify based on User Feedback

    Dear Product Development Team,

    Following my recent discussions with the Xero support team and research around user feedback on the issues I have experienced, I’d like to encourage relaying the integration feedback received from user experiences including my own, particularly regarding the timing differences between Shopify’s daily payout settlement and when the Xero integration pulls the data to create invoices. You can review some of this feedback through the following link: Shopify Xero Integration User Feedback: https://apps.shopify.com/xero/reviews?ratings%5B%5D=1

    We’ve observed a gap in understanding the timing of these processes. I suggest working closely with Shopify to determine if there is a status flag for the daily rollup/payout that confirms it as settled for payment. This would help identify the optimal time to pull data via the integration into Xero. Additionally, validation checks could be implemented to ensure order numbers in the invoice match with the daily rollup, improving accuracy.

    Currently, the setting up of a mock bank account known as a 'clearing account' to post Shopify invoice transactions serves as a workaround to monitor reconciliation by confirming a zero balance when payouts are matched with bank transfers. However, it seems this workaround is needed due to the transaction settling and timing differences with the Shopify > Xero data transfer. If the team can address the timing issue, I believe the user experience will improve significantly.

    I hope this information helps the team troubleshoot and enhance the integration’s usability.

    Best regards, Craig Jones-Stanley

    Subject: Request for Integration Enhancement of Xero and Shopify based on User Feedback

    Dear Product Development Team,

    Following my recent discussions with the Xero support team and research around user feedback on the issues I have experienced, I’d like to encourage relaying the integration feedback received from user experiences including my own, particularly regarding the timing differences between Shopify’s daily payout settlement and when the Xero integration pulls the data to create invoices. You can review some of this feedback through the following link: Shopify Xero Integration User Feedback: https://apps.shopify.com/xero/reviews?ratings%5B%5D=1

    We’ve observed a gap in understanding the timing of these… more

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    submitted  ·  0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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13. Xero Accounting app - Check if uploaded fully before save is enabled

    Xero app - Adding a Receipt - check if image/s are fully uploaded before the Save button is enabled/allowed or run a check when the Save button is selected and if image/s are not fully uploaded alert user to wait.

    Xero app - Adding a Receipt - auto compress images larger than x size.

    The Xero app is incredibly slow when uploading images eg; receipt scans. These are not expenses, the expense app works differently and is much faster but I can't use it for business receipts as they are not 'claims'. It has become slower each time I've upgraded my phone and I've realised why...the size of the images increases as the camera improves. As a work around to save time, I've ended up installing a compression app on my phone which I have to use now as it is still faster than sitting waiting for a 8-10mb photo of a receipt to upload via the app.
    Here is what I have to do - take photo/s of receipt/s - use compression app to compress - Add Receipt function in Xero app - find photo of receipt - attach to receipt entry. Yes doing all of this is much faster, although very cumbersome so it would be great if the app was able to deal with this instead.
    The first request above is due to my discovery that you can save a receipt whilst an image is still uploading! This means xero doesn't get the image and you are otherwise none the wiser... :(.

    Many thanks!!

    Xero app - Adding a Receipt - check if image/s are fully uploaded before the Save button is enabled/allowed or run a check when the Save button is selected and if image/s are not fully uploaded alert user to wait.

    Xero app - Adding a Receipt - auto compress images larger than x size.

    The Xero app is incredibly slow when uploading images eg; receipt scans. These are not expenses, the expense app works differently and is much faster but I can't use it for business receipts as they are not 'claims'. It has become slower each time I've upgraded… more

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    submitted  ·  0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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14. Draft invoice save prompt

    Add a prompt to save a draft of an invoice when leaving the invoice screen to add or change a contact or address or check something.

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    0 comments  ·  Settings & user roles  ·  delete…  ·  Admin →
    Completed  ·  AdminKelly Munro (Community Manager, Xero) responded

    Aah perfect sound like new invoicing is the solution for you here then, Kevin. As mentioned from a draft invoice as soon as you add a contact Xero will begin autosaving any data you enter.

15. Xero Jax Beta - Tracking Category and reference not being added to Invoice

    Just Ask Xero (JAX) - Add Department, Reference and Branding Theme to invoice prompt

    When sending through an invoice prompt, it leaves the department, reference and branding theme empty. Is this something I'm doing incorrectly or is this feature not yet available?

    Having these features available would certainly assist.

    Thanks

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

    Sorry to hear JAX is not performing as expected, Iwan. I can see you have raised a case with our Xero Support regarding the reference, but if you can go back and let them know that the tracking Category option is not working (and this is available in JAX) they can raise this with the Product team. I have tested this and its not working in our testing system either so please do raise this with Xero Support.

    
    

    Pricing plan related

    We appreciate your feedback, this will be shared with our teams. We do not accept ideas about Xero pricing plans or plan structures and cannot make commitments to ideas of this nature.

16. Not all functions of new inbox Accessible - infinite tabs to download file

    The new inbox removed the 'download' option from the kebab on each line of the list of files. The only way now to download a file without using a mouse is to tab to the right spot to open the new preview pane, then either tab all the way to the bottom of the list plus 5 more tabs to get to the download button OR reverse tab similarly large numbers of times to get to the download button via all the menu bar items, then press enter (space doesn't activate this button). This is not Accessible.

    (One previous post I've made about Accessibility in the file inbox may be found here: https://productideas.xero.com/forums/939198-for-small-businesses/suggestions/47585957-accessibility-allow-files-in-the-inbox-to-be-ren It should be noted that the issue which I requested a fix for there - the kebab button menu items not activating for either enter or space - is an issue again)

    Could the QA testing team please add 'keyboard only Accessibility as per WCAG success criterion 2.1' to their required functionality testing? I have far too much work to do to have to keep emailing the Accessibility team about getting the bare minimum promised by your Digital Accessibility Statement.

    The new inbox removed the 'download' option from the kebab on each line of the list of files. The only way now to download a file without using a mouse is to tab to the right spot to open the new preview pane, then either tab all the way to the bottom of the list plus 5 more tabs to get to the download button OR reverse tab similarly large numbers of times to get to the download button via all the menu bar items, then press enter (space doesn't activate this button). This is not Accessible.

    (One previous post… more

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    1 comment  ·  Business features  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

17. API Connected Apps - Options for Approved and Awaiting Approval transactions

    The two-way communication between Xero and integrated software/apps needs to have at least some settings options – currently, there are none. At this point, it’s either connect or disconnect. The way Xero and the integrated software communicate is based solely on what they envision businesses using Xero would like as features, with a strong focus on streamlining processes. To make things as simple as possible, all invoices and costs added to Fergus (and many other project management apps) just go straight into Approved.

    When staff members, contractors, or anyone with access to the software/app can add costs to ongoing projects which are then synced to Xero, it’s a great feature. But if something is added to the wrong cost and it’s automatically approved, it creates chaos in our Xero system and results in unnecessary double handling. Unfortunately, we have experienced numerous instances where Xero has had errors in cost allocations, requiring extensive review and reconciliation. Issues that wouldn’t have been necessary if there was an option to sync bills, invoices etc. from integrated software's/apps to Awaiting Approval for the accounts department to check first.

    Integrated apps/software are meant to help speed up processes, not slow them down. Of course, every company operates differently, but you can’t micromanage every employee or contractor, and mistakes happen. Xero, as an accounting software, is for many businesses the source of truth, and anything approved usually needs to be double-checked to avoid situations where items must be voided or reports don’t add up. Awaiting Approval helps ensure the information uploaded to Xero is correct before it lands in Approved.

    A simple on/off switch to choose whether invoices, bills, etc. go to Awaiting Approval or directly to Approved/Ready for Payment would be extremely helpful.

    The two-way communication between Xero and integrated software/apps needs to have at least some settings options – currently, there are none. At this point, it’s either connect or disconnect. The way Xero and the integrated software communicate is based solely on what they envision businesses using Xero would like as features, with a strong focus on streamlining processes. To make things as simple as possible, all invoices and costs added to Fergus (and many other project management apps) just go straight into Approved.

    When staff members, contractors, or anyone with access to the software/app can add costs to ongoing projects… more

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    Feedback  ·  AdminDavina Roper (Admin, Xero) responded

    ✨ Thanks for sharing this idea and outlining why having control over the sync status matters for your workflow. To clarify how this works today: Xero doesn’t manage or control how individual third‑party API integrations behave. The integration partners decide how their apps talk to Xero and which statuses they create, so changes to that behavior sit with the app provider rather than within Xero. Next best step would be to reach out to your app provider and request a setting that routes new transactions into Awaiting Approval (rather than Approved) so your accounts team can review before authorising. We’ll also capture your feedback to inform our ongoing ecosystem guidance for app partners.