For small businesses

1015 results found

1. Don't schedule GoCardless payment if GoCardless not selected as payment option on invoice (GoCardless for Xero)

   I don't know if this should go down as a feature request or a bug.

   Most of our clients are set up through "GoCardless for Xero" in order to automate payments. This works great for regular, scheduled payments. However, when I need to create one-off invoices for clients who are set up in our GoCardless for Xero there's no way to send the invoice to the client without automatically scheduling the payment in GoCardless. This is not ideal because sometimes I want to send the invoice to the client so they can give the go ahead before I actually schedule the payment.

   I've been recommended by support to use Quotes for instances like this. But this isn't suitable since it's not a quote. It's a finalised figure the client will pay based on the work that's been carried out. It also adds an unnecessary extra step. I've also been recommended to "try" creating an invoice branding theme that has all payment options turned off. I tried this and it doens't work. Payments are still scheduled automatically upon invoice approval.

   All I want to do is let the client see the invoice before triggering the payment.

   What I expect to happen:
   1. I create an invoice.
   2. I deselect all payment options (Stripe and GoCardless).
   3. I send invoice email to client. No payments are scheduled.
   4. Client gives the go ahead.
   5. I then edit the invoice and add GoCardless as a payment option. This triggers the payment and it is then scheduled for the due date of the invoice in GoCardless.

   What actually happens:
   1. I create an invoice.
   2. I deselect all payment options (Stripe and GoCardless).
   3. I send invoice email to client.
   4. A payment is automatically scheduled in GoCardless for the due date of the invoice.
   5. I rush to email client and apologise for scheduling to take their money without telling them how much the invoice will be.

   I would like for this not to happen. If no payment gateway is selected, it's logical that a payment should not be scheduled. It's super confusing that no matter what you do the payment is scheduled in GoCardless. What other options are there for showing the client the invoice before triggering the payment?

   If you "Approve and Email", it schedules the payment.
   If you "Approve and Get Link" so you can send the link manually in a regular email, it schedules the payment.
   If you "Approve and print PDF" so you can send a PDF manually in an email, it schedules the payment.

   This feels like an oversight that could lead to lots of communication breakdowns. The UI simply doesn't makes sense - if payment options are not selected, don't try to force a payment. I hope this is something that will be considered a logical fix.

   I don't know if this should go down as a feature request or a bug.

   Most of our clients are set up through "GoCardless for Xero" in order to automate payments. This works great for regular, scheduled payments. However, when I need to create one-off invoices for clients who are set up in our GoCardless for Xero there's no way to send the invoice to the client without automatically scheduling the payment in GoCardless. This is not ideal because sometimes I want to send the invoice to the client so they can give the go ahead before I actually schedule… more

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   6 comments  ·  Business features  ·  delete…  ·  Admin →
   not planned  ·  AdminKelly Munro (Community Manager, Xero) responded

   Thanks for raising this here, Xavier. 

   
   

   Checking in with our payments team I can confirm that this is working as designed, with no intentions to change this behaviour - The GoCardless for Xero integration is intended to auto schedule the payment of invoices generated from repeating invoice templates in Xero.

   
   

   Appreciate there are scenarios where you may not want to apply auto scheduling and we'd recommend touching base with GoCardless who can advise about managing which invoice payments are collected via the GoCardless for Xero integration.

2. Batch Payments - Export file in a Santander-compatible format

   The repsonse to my support case was to be told to post the bug here... seems a weird request, but sure...
   "The best way to get our product team to consider this would be to create a new product Idea on this, which is submitted to our product team who then go ahead and make changed based in priority."

   The santander batch file does not follow the santander format. In the past Santander used to accept the file anyway but they have now started rejecting it.

   Bills > Make Payment > Pay from (santander), Method = Create Payment File
   Batch Payment > Export Batch File > "Santander Connect BACS payments"
   A file is generated (date).TXT with content like this:
   PAYMENT,HEADER,25112024,,1
   PAYMENT,MULTIBACS,09066612345678,mysupplier,401904,12345678,214.60,25112024,paymentref
   PAYMENT,TRAILER,,

   The import fails on Santander with message: Invalid Record Total information.

   Modifying the file to include the total value of all transactions and the number of transactions solves this problem. This file works:

   PAYMENT,HEADER,25112024,,1
   PAYMENT,MULTIBACS,09066612345678,mysupplier,401904,12345678,214.60,25112024,paymentref
   PAYMENT,TRAILER,214.60,1

   note after the trailer 214.60 = total and 1 = number of transaction lines in this file.

   See also: I've attached the Santander specification for the file format. See page 3, reference to column C and Column D.

   The repsonse to my support case was to be told to post the bug here... seems a weird request, but sure...
   "The best way to get our product team to consider this would be to create a new product Idea on this, which is submitted to our product team who then go ahead and make changed based in priority."

   The santander batch file does not follow the santander format. In the past Santander used to accept the file anyway but they have now started rejecting it.

   Bills > Make Payment > Pay from (santander), Method = Create Payment File
   Batch… more

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   submitted  ·  2 comments  ·  Business features  ·  delete…  ·  Admin →
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3. Xero Me: Upload PDF to Xero Files from app

   Client request to be able to upload a PDF to Xero me into the Portal please

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   submitted  ·  1 comment  ·  Accounting features  ·  delete…  ·  Admin →
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4. UK Payroll - Ability for Payroll Admin to delete approved holidays

   Ability for Payroll Admin to delete holidays. When an employee books the wrong day or is off sick during a period of pre-booked holiday and wants his/her holidays cancelled, the payroll admin should be able to delete the holiday but cannot.

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

   Hi team, rounding back on the idea here I want to confirm that currently Payroll admins can reject approved leave requests which will delete it.

   If the leave request has been included in a draft or posted payrun, the payroll admin will need to revert to draft and delete the payrun before the leave request can be rejected.

5. Pay Run Journal - Add actual payment date

   I run alot of unscheduled payruns due to real estate sales commission payment and bonuses.
   It would be helpful if the Pay Run Journal report shows the actual Payment Date. Eg. I have an employee who is set-up for a regular monthly retainer wage paid on the 27th of each month. However during this monthly payment period, they can receive multiple other commssion payments. Can this please be put forward as an enhancement request to the developers?

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   0 comments  ·  Payroll  ·  delete…  ·  Admin →
   delivered  ·  AdminEthan M (Admin, Xero) responded

   This feature is already available, through the Pay Run Journal report 😊

   
   

   When posting the automatic pay journal, Xero will always use the payment date you've selected in the pay run for the date of the expense. 

   
   

   This is the date you'll see on the journal report. You can read more about on our 'Review payments using the Pay Run Journal' support article.  

6. Sent check box checked by default after approving an invoice

   It would be nice to have an option in the invoices settings to have approved invoices automatically marked as sent.
   This would be mainly for users that send their invoices with another program, so the invoices they enter in Xero are always sent.

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   submitted  ·  0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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7. Bills - Manage duplicates option to only keep one

   We are forwarding inbound invoice emails to the Xero processing address, but, many suppliers send multiple copies (up to 5 or 6) saying "Invoice", "Invoice due in x -7 days", "Invoice due today", "Invoice paid", each with the invoice.

   Going through the duplicates screen is time consuming.

   Please make this easier for bulk actions:

   1) a keep this and delete others (in a group)
   2) a delete all (in a group) - sometimes we get statements or similar sent and right now we can delete the duplicates but have to go back to the invoice list to delete the original.

   Thanks

   We are forwarding inbound invoice emails to the Xero processing address, but, many suppliers send multiple copies (up to 5 or 6) saying "Invoice", "Invoice due in x -7 days", "Invoice due today", "Invoice paid", each with the invoice.

   Going through the duplicates screen is time consuming.

   Please make this easier for bulk actions:

   1) a keep this and delete others (in a group)
   2) a delete all (in a group) - sometimes we get statements or similar sent and right now we can delete the duplicates but have to go back to the invoice list to delete the original.

   … more

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   submitted  ·  0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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8. Dashboard - Show total of unsent invoices in 'Invoices owed to you' section.

   The Dashboard panel "Invoices owed to you" shows the number and total of
   * Draft Invoices
   * Awaiting Payment
   * Overdue

   Having a fourth line showing Unsent invoices would quickly notify users of those approved invoices which haven't yet been sent, whether intentionally or in error.

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   submitted  ·  0 comments  ·  Business features  ·  delete…  ·  Admin →
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9. Invoices/receipts - 'Next' option when viewing attachments

   When you've uploaded multiple receipts/invoices to a transaction it would be useful to have a "next" button to go through all the uploads rather than having to X out and click individually into each attachment. For example expenses. This will save time reviewing

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   submitted  ·  0 comments  ·  Business features  ·  delete…  ·  Admin →
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10. Save and continue on draft invoice

    New Invoicing - bring back the 'save and continue adding' button in drafts, a feature classic invoicing offered. When completing invoices with multiple lines it is imperative that it you can save during input without having to save and close. Especially now that the new invoicing is unreliable.

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    0 comments  ·  Business features  ·  delete…  ·  Admin →
    not planned  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi Meradene, as new invoicing also encompasses auto save there is no need to manually save your invoice. Once you've added a Contact, as you move between fields of your invoice Xero will continuously save any data you've entered.

    It sounds like you may be having trouble with this though and if you're finding you're loosing information you've entered I'd really encourage reaching out to our specialists at Xero Support who can take a closer look to investigate what's going on for you.

11. Projects - Ability to edit time of users who have left

    I use Projects as timesheets for my staff in my contracting business, and it has worked well for the past two years. I do not use Xero process staff wages, I use ACE Payroll.

    After a staff member leaves, I delete them from Projects, as it costs me $7.50 per month per person, and when you have between 20-25 staff, it can get quite expensive.

    Once I delete a staff member from Xero, I cannot change any of their time entries. The reason I need to do this is usually because they have allocated his/her time against the wrong project.

    Would it be possible that after making a users inactive, as the administrator, I would still be able to correct errors to the times to ensure accurate cost analysis of the project.

    Also sometimes we have staff members who return to our employment (after working at the skifields during winter), so to have the facility to make them active again, without having to go through the whole invite system, would be hugely beneficial.

    I use Projects as timesheets for my staff in my contracting business, and it has worked well for the past two years. I do not use Xero process staff wages, I use ACE Payroll.

    After a staff member leaves, I delete them from Projects, as it costs me $7.50 per month per person, and when you have between 20-25 staff, it can get quite expensive.

    Once I delete a staff member from Xero, I cannot change any of their time entries. The reason I need to do this is usually because they have allocated his/her time against the wrong… more

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    1 comment  ·  Settings & user roles  ·  delete…  ·  Admin →
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    submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

    Appreciate the detail in your idea here, Lynette. While we don't have immediate work planned for this , it'll be good to get a sense of the interest from others in the community and if there's any change planned we'll let you know through the idea here.

12. Projects - quote for a number of visits a year - NOT time specific visits.

    In Projects I would like the option to create a quote, track and invoice my client where the charge is per "session" Currently Tasks are either fixed price (which does not allow me to quote for a quantity of the same item over the course fo the project) or they are hourly based and my client does not wish the time spent to be shown on the quote or invoice. My situation is that for example my client approves 40 weekly sessions over the course of a year at £250 per session. Neither I nor my client wishes to show the time duration of each session. However I do need to be able to track and invoice the sessions on a monthly basis as completed. It appears that the only current workaround is to create 48 identical "fixed price" (one for each session) as items on the project and quote which seems very clunky.

    In Projects I would like the option to create a quote, track and invoice my client where the charge is per "session" Currently Tasks are either fixed price (which does not allow me to quote for a quantity of the same item over the course fo the project) or they are hourly based and my client does not wish the time spent to be shown on the quote or invoice. My situation is that for example my client approves 40 weekly sessions over the course of a year at £250 per session. Neither I nor my client wishes to… more

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    submitted  ·  2 comments  ·  Business features  ·  delete…  ·  Admin →
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13. Bills - Ability to Assign Project or Customer when importing

    I have to create a biill with about 60 line items which contain a mix of duplicate and variable information. As there's no way to duplicate line items in bills, I employed a workaround by exporting Xero's inbuilt bills template file 'BillTemplate.csv'. In Excel I was then able to quickly and easily create 60 copies of the same line item, make the changes necessary and import the csv file into Xero which successfully created the bill containing the 60 line items - thus saving me hours of wasted time.

    The only issue is that no provision has been made in the csv template file for assigning line items to a customer or project.

    My request is for either:

    a) ability to duplicate lines in bills (and invoices too would be beneficial) rather than just add empty lines.

    and/or

    b) ability to assign a line item to a customer or project in Xero's bill template csv file.

    I have to create a biill with about 60 line items which contain a mix of duplicate and variable information. As there's no way to duplicate line items in bills, I employed a workaround by exporting Xero's inbuilt bills template file 'BillTemplate.csv'. In Excel I was then able to quickly and easily create 60 copies of the same line item, make the changes necessary and import the csv file into Xero which successfully created the bill containing the 60 line items - thus saving me hours of wasted time.

    The only issue is that no provision has been made in… more

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    submitted  ·  1 comment  ·  Business features  ·  delete…  ·  Admin →
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14. Customer Statements - option to remove Invoice links

    Please remove invoice links from Statements, this is causing us huge problems or at least give an option to remove.
    We are requesting like many others that Xero remove invoice links from statements, as they are causing significant issues.
    Our company uses a Project Management system to issue invoices which is integrated with Xero, and we need control over the information provided to customers.
    The automatic linking of Xero invoices in your Statements does not align with the original invoice sent. We urge Xero to provide an option to ‘opt in’ or ‘opt out’ of this feature, and that this should be a standard option and not require subscribers to create a custom template. As a company we are disappointed with Xero for not adapting to your customers' needs, especially considering we subscribe/ pay for a service monthly.

    Please remove invoice links from Statements, this is causing us huge problems or at least give an option to remove.
    We are requesting like many others that Xero remove invoice links from statements, as they are causing significant issues.
    Our company uses a Project Management system to issue invoices which is integrated with Xero, and we need control over the information provided to customers.
    The automatic linking of Xero invoices in your Statements does not align with the original invoice sent. We urge Xero to provide an option to ‘opt in’ or ‘opt out’ of this feature, and that this… more

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    2 comments  ·  Business features  ·  delete…  ·  Admin →
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15. Report Templates - Bulk update

    Have a way to make updates to multiple templates at once or somehow link templates. e.g. trading / non-trading companies, should be the same except for the trading statement/income statement. Would be handy to be able to make updates to both at the same time where possible

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

    Hi Zoe, have made a slight change to the title of your idea here - sounds like this would be within Report templates for a clients org but do let us know if something a bit different you're referring to here. 🙂

16. Bills - Supplier to send Bills direct to Xero

    Ability to send Suppliers a Unique Email that sends invoices directly to Bills to Pay, rather than them send them to our business email address and we forward via Dext Email as we are now, Saving time when multiple Suppliers send Invoices and we then have to forward them on,

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

    
    

17. Purchase orders - Ability to lock/stop editing once billed

    Purchase orders should not be able to be edited after they have been billed (even part billed). It defeats the purpose of a purchase order.
    We want staff to be able to issue purchase orders. Invoices are approved on those matching purchase orders. The same staff shouldn't be able to edit the original PO if it has been billed as then it doesn't match the invoice that's been paid/being paid.

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    submitted  ·  0 comments  ·  Business features  ·  delete…  ·  Admin →
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18. NZ Payroll - Edit the layout of employees payslips

    We have multiple employees that have various deductions from their wages. This is causing the pay slip to spread accross two pages which is concerning as they may miss important information like messages at the bottom of a pay slip.
    There needs to be the either:
    1. The ability to change the payslip layout
    or
    2. Have two or three template options to choose from.

    Currently the whitespace at the top of the payslip could be utilised. The required business and employee information is great but could be in a better layout. Move the business information to the left, employee information up and the employee name an address moved higher up the page so everything else will move up. I hope that makes sense!

    We have multiple employees that have various deductions from their wages. This is causing the pay slip to spread accross two pages which is concerning as they may miss important information like messages at the bottom of a pay slip.
    There needs to be the either:
    1. The ability to change the payslip layout
    or
    2. Have two or three template options to choose from.

    Currently the whitespace at the top of the payslip could be utilised. The required business and employee information is great but could be in a better layout. Move the business information to the left, employee… more

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    submitted  ·  2 comments  ·  Payroll  ·  delete…  ·  Admin →
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19. Trial Balance with OPENING / CLOSING balance and and Movement from GL Summary Report

    Team Xero
    currently TB report shows ending balances for current year in db/cr two columns AND in single column Clubbed up remaining balances +/- in when COMPANRED to previous periods.

    I propose/request IT to make TB more classic by

    1. showing ALL remaining balances in two columns DB/CR when comparing previous years
    2. OPENING and CLOSING balances columns to be available (year selected from starting of fiscal year Jan20xx)
    3. TB report to ALLOW us to SELECT RANGE of dates (Range based TB)
    4. MOVEMENT (total Debits Total Credits) for the selected DATE and/OR RANGE should be available. CURRENTLY this is available in GL SUMMARY REPORT

    my personal case experience for you all
    to produce comparative last two years classic TB for my auditor
    1. I set rand compare 2 years TB by setting date as 30/03/2025 this gives me +/- one line ending balances for two years.
    2. now from GL summary I selected Range 1/1/2024 till 31/12/2024 and downloaded MOvement and vlookedup against account numbers and constructed Movement between two comparitve years.

    but still the ending and opening balances were in one line which is confusing for external auditor at first to learn charts of accounts. however for now my work for TB was done but this could be easier

    Team Xero
    currently TB report shows ending balances for current year in db/cr two columns AND in single column Clubbed up remaining balances +/- in when COMPANRED to previous periods.

    I propose/request IT to make TB more classic by

    1. showing ALL remaining balances in two columns DB/CR when comparing previous years
    2. OPENING and CLOSING balances columns to be available (year selected from starting of fiscal year Jan20xx)
    3. TB report to ALLOW us to SELECT RANGE of dates (Range based TB)
    4. MOVEMENT (total Debits Total Credits) for the selected DATE and/OR RANGE should be available. CURRENTLY this is available in GL… more
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    0 comments  ·  Accounting features  ·  delete…  ·  Admin →
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20. Bank Reconciliation - Show current bank feed balance

    Add the ability to display the current actual bank balance from the bank feed alongside the statement balance and Xero balance. This would help users quickly see their true available funds without needing to log into their bank separately.
    Currently:

    We can only see the statement balance and Xero balance
    Must log into bank separately to see actual current balance
    No way to quickly verify available funds within Xero

    Proposed Solution:
    Add a "Current Bank Balance" column that pulls the real-time balance from the bank feed, similar to QuickBooks Online. This would:

    Display alongside existing balance columns
    Update automatically with bank feed
    Show actual available funds
    Save time switching between platforms

    Business Benefits:

    Improved cash flow visibility
    Faster decision making
    Reduced need for multiple logins
    Better reconciliation reference point
    More efficient financial management

    Add the ability to display the current actual bank balance from the bank feed alongside the statement balance and Xero balance. This would help users quickly see their true available funds without needing to log into their bank separately.
    Currently:

    We can only see the statement balance and Xero balance
    Must log into bank separately to see actual current balance
    No way to quickly verify available funds within Xero

    Proposed Solution:
    Add a "Current Bank Balance" column that pulls the real-time balance from the bank feed, similar to QuickBooks Online. This would:

    Display alongside existing balance columns
    Update automatically with… more

    2 votes

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    submitted  ·  1 comment  ·  Accounting features  ·  delete…  ·  Admin →
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