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New Invoicing - Select default for 'Approve' Button e.g not 'Approve & Email

Can there be a system setting which controls the default option on Invoices for the Approve button.
It is currently Approve & Email and we would like to have the default as just Approve.

If it was a system setting companies could chose best option for them.

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Peter May shared this idea  ·   ·  Report…  ·  Admin →
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submitted  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi community, we’ve just released some new keyboard shortcuts to new invoicing, that cut down the number of mouse clicks and help you perform actions on your invoice with some simple keyboard entry options. 

There’s a range of different shortcuts that you can explore, and in particular a few that I wanted to call out for ‘Approve’ options that I know will be of most interest to you, here;

  • Approve (Ctrl-Alt-A OR Cmd-Opt-A on a Mac)
  • Approve & add another (Ctrl-Alt-O OR Cmd-Opt-O on a Mac)
  • Approve & print PDF (Ctrl-Alt-R OR Cmd-Opt-R on a Mac)
  • Approve & email / send eInvoice (Ctrl-Alt-E OR Cmd-Opt-E on a Mac)

While you get used to the combinations of shortcuts our product team have added small prompts to highlight these in the product, and if you’d like to view the full list of options you can see them all on Xero Central. 

Thanks for all contributing, and staying plugged into updates on this idea. 

Being upfront, we will continue to field feedback and revise this idea, but we don’t have plans for adding the ability to set your own default any time in the short term. 

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  • Claire Parker commented  ·   ·  Report

    Hi Kelly, Thanks for the feedback, but this is hugely disappointing. Xero is basically telling us to take it or leave it.
    Would either of the following be possible work arounds: 1. create a false email address for your customer and email invoices into oblivion, or 2. Enter a batch of invoices saved only, and later approve all at one go instead of toggling the approve and send option every single time?

  • Annie Thorne commented  ·   ·  Report

    Make it a user configurable option. Problem solved. Bonkers that we have to keep yelling about this.

  • Gaylene Underwood commented  ·   ·  Report

    Perhaps two buttons - one just approve and one approve & email next to it. So you can choose without having to use the drop down menu. PLEASE.

  • Abby Stewart commented  ·   ·  Report

    This is unanimously agreed on with everyone Xero user forums. The default should be Approve, not Approve & Email. If not fixed, this will lead to countless errors. We've been voicing concerns here and in forums, but apparently this is NOT scheduled for development.

    I'm not sure what else to do....

  • Sarah Jacobs commented  ·   ·  Report

    Need Approve to the be the default. We always approve first, then send later.

  • Katherine Hutchings commented  ·   ·  Report

    Concerned that some invoices will be sent to clients from here before being processed through Cimplico Sync. Need Approve to the be the default.

  • Lydia Ryabtseva commented  ·   ·  Report

    The APPROVE only options is used 90% of the time in our business.

  • Abby Stewart commented  ·   ·  Report

    Please make the default APPROVE

    The Approve & Email button will lead to mass confusion for customers getting invoices to pay that paid already.

  • Cheryl King commented  ·   ·  Report

    Our invoices are emailed out together. They get approved at a different time to being sent. Please have the two buttons.

  • Donna Anthony commented  ·   ·  Report

    I like the approve and send, but the default needs to be flexible enough for different users. Like the idea of selecting a default.

  • Raewyn Dawson commented  ·   ·  Report

    My full reference info doesn't fit in the view screen so I always have to approve only. I then check it's correct before I can email it out. My default would be " Approve"

  • Elizabeth Mpilias commented  ·   ·  Report

    We would choose Approve & Print PDF as our default.

    Currently the popup asking me to mark as sent also overlaps with the file download pop up.

  • Claire Parker commented  ·   ·  Report

    All our invoices are RCTIs - we never send them out. Need to remove this default option for me, please.

  • Michelle Spradley commented  ·   ·  Report

    Hi Kelly, It's mainly keying in invoices and bills. I can see on the new version of invoicing you don't need to do this as much but then you have to change the approve and email drop down just to approve every time. Which is why I am still using the old version. Is there anything in the settings so you can change the dropdown to default to approve only on the new invoicing screen ?

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