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Sales Invoice - Include files attached to an invoice when sending

Ability or setting to default include files attached to an invoice when sending from Xero

Purpose | Steps are currently involved to include files that are on an invoice when sending the invoice to a customer, an option like this would ease the process of including files that a customer needs to have access to and see when they received their invoice

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AdminKelly Munro (Community Manager, Xero) shared this idea  ·   ·  Report…  ·  Admin →
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Not in pipeline  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Thanks so much for sharing your feedback on this idea, community. We appreciate that having to manually select attachments on every invoice can feel a little fiddly. We get that you want a smoother workflow, that saves you time.

As noted by others in the idea, one option for now would be to add standard files, like your terms and conditions, directly to your invoice template. That way, they'll be included automatically when you send out your invoices.

To confirm how this functionality currently works - this is based on the user and driven by the last invoice that was sent. Where you have files attached, and you had selected to include files as an attachment when emailing the invoice, the next invoice you send with file attachments should have this selected by default.

A caveat to this is when you are working in incognito mode, or refresh your browser settings at which point the next invoice will revert to this option being deselected.

We want to transparent with you here that we don't have intentions of changing behaviour of how the send modal works in the near term.

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  • Liam Miller commented  ·   ·  Report

    We need to attach terms and conditions with every invoice sent to our clients and most require an accompanying report attached as well so we would like these to be automatically included.

  • Samantha Davies commented  ·   ·  Report

    This would be useful as we have a lot of documents that will need to be sent to a customer with the invoice, documents like proof of delivery or other supporting documents.

    I can see in the quotes that there is an option to attach files to the quote and then choose to send the documents with the quote or not. If this is a functionality in Xero already I would say this could be useful for invoicing?

  • Leah McVeigh commented  ·   ·  Report

    Agreed. at least 70% of my customers want to receive a W9 WITH their invoice. Sending in a separate email is annoying for all involved. I suppose I could create a template with the W9 embedded as an image in a Word document, but there are plenty of other pieces of information, banking details, proof of licensure, which clients sometimes require. I wish I could upload these docs to Xero and then check off which ones to include in a particular invoice.

  • Emma Rosenblatt (Accounts) commented  ·   ·  Report

    I agree with Robert, being able to make it default for some contacts and leave others out would be the best option.

  • Robert Plant commented  ·   ·  Report

    I would make a suggestion that when you show an invoice has been viewed something to also highlight that the attached documents have also been viewed, for example if your sending completion sheets / proof of delivery and they don't view the attachments they could argue that they wont pay.

    While typing this I am aware of automatic processing services for when invoices are received in a company and they can only process the invoice and any additional attachments cause issues so it might be worth thinking about making it default for some contacts and leave the rest.

  • Chris Maycock commented  ·   ·  Report

    This is a key feature for us to simplify invoicing and avoid user error forgetting to attach the reports that go out with our invoices.

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