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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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  • Michelle Spradley commented  ·   ·  Report

    To be able to fit Xero to your screen without scrolling up and down all the time

  • Wendy Nathan commented  ·   ·  Report

    Yes, it's very important for us to be able to change the default, and we would choose just "Approve"

  • Ross Bladin commented  ·   ·  Report

    This is essential.
    Forcing us to have to make more mouse clicks than necessary, we should have the option to choose what we want to have as a default, not you choose it for us.
    I will be staying on Classic until this is fixed or I am forced to the New Invoicing System begrudgingly. This is a ridiculous unnecessary move on your part.

  • Tracy Morsbach commented  ·   ·  Report

    Adding this to the top of the screen disrupts some of the natural flow of reviewing the invoice having to scroll down to see the full information then up to complete approval.

    A critical aspect for us would be being able to select "Approve" as the default aspect rather than "Approve & Email"

  • St Bernadettes School commented  ·   ·  Report

    This request/issue was submitted in November 2022 and now that I am using the new format as the classic will be obsolete shortly, I'm a bit surprised that nothing has been done to rectify this.
    Yes, the 'new' invoicing format is clunky and I also find not being able to credit an invoice once it is approved, as in the classic format, is very frustrating.

  • Chris Kabacznik commented  ·   ·  Report

    100% we need to be able to just have an approve button or allow what the default button does. Also should be at the bottom of the screen as you are currently clicking all over the place, its no longer a natural flow.

  • Rose Grosser commented  ·   ·  Report

    Give users the option to continue using the classic version please. At the very least allow us to customise how we want the new version to support us.

  • Cheryl King commented  ·   ·  Report

    I agree with all the others on here. Please let the company choose - approve or approve and email, we don't want the approve and email to be the only option.

  • Sarah Coates commented  ·   ·  Report

    I would like to have the option approve and add another as my default. Why can't we select our own default, not everyone wants to approve and email!

  • Larina Chester commented  ·   ·  Report

    Approve - If we don’t want to email the invoice at the time of approval, I now have an extra click to select the Approve only button (add another button?)

  • Christine Holt commented  ·   ·  Report

    I second all the previous posts - please allow us to set our own default and then have other options in a drop down box.

    We don't email invoices so just want to approve invoices.

  • Marie Clare commented  ·   ·  Report

    The default approve feature in new invoicing is 'Save and email' but if Xero is purely a record of a company, not their main source of operation then this feature is inconvenient.

    Can there be a setting to change this button to one of the options available e.g. 'Approve & add another' be the button that shows, not by clicking the drop down menu first.
    If it is setting then it is completely customisable depending which of the current drop down items the user wants to show as the main button.

    This would save a couple of seconds per invoice which would save hours when entering a lot of invoices.

  • Corri Wiedemann commented  ·   ·  Report

    Agree totally. and have asked if this is possible in the future.

  • Kirsten Hensel commented  ·   ·  Report

    Please make this work for everyone Xero! As suggested again and again, simply allow the user to set their invoice approval function to what best suits their business - Approve / Approve and PDF / Approve and Email. Please action this urgently :)

  • Holly Spence commented  ·   ·  Report

    Can we have the option to set to default buttons/selections when completing an invoice please?

    I do not need to email all of my invoices yet have to click through to select just approve.

    This is a small thing in the grand scheme but when processing lots of invoices it is another thing that slows the process down, along with the 'too many clicks/tabs' issue.

    Hopefully the new invoicing can be updated so it is a smooth process like the old style for tabbing and clicking through.

  • Russell Little commented  ·   ·  Report

    In old invoicing it was one step. Maybe add buttons for other options and ditch the drop down menu.

  • Nathan Walker commented  ·   ·  Report

    We want the same please. The default should be Approve. Not Approve and Email.

  • Lisa Hunt commented  ·   ·  Report

    I have two clients who enter their sales invoices manually and don't need to send them to clients. They both HATE the new invoicing and although I am trying to encourage them to get used to it, it is a hard sell. The extra time to add the contact and approve and email is of no benefit to anyone. We need the option to unselect these options.

  • Jim Morris commented  ·   ·  Report

    Yes, a selectable default would be fantastic as it can then cater for everyone

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