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New Invoicing - History to include if invoice is resent

When an amendment is made and the invoice resent it needs to record who it has been sent to

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Betty Manser shared this idea  ·   ·  Report…  ·  Admin →
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In development  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi everyone, we want to share that we've released a change to history for each time an invoice is sent.

Invoice history will now show the primary recipient email whenever an invoice is sent. This includes the initial and any subsequent send of an invoice.

We appreciate this has been a pain point for everyone that's joined in the idea here and hope this visibility improves your experience in invoicing.

We'd like to confirm how this works;

  • This record is only applicable from here on in, there are no updates to any historical entries for sending.
  • History will show the email of the initial recipient entered in the 'To' field any emails that you include as a CC or BCC option will not be shown.

We do want to highlight, that while the email will be recorded in majority of cases, there are a few scenarios our team have picked up where this does not happen and they're still working on - So, once they've ironed these all out we'll return to update you again.

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  • Joana Mendes commented  ·   ·  Report

    Hi Xero Support,

    I am struggling to understand why Xero does not record all email addresses (To, CC, BCC) in the invoice history.

    I have also encountered a recurring issue (though not every time): when sending or resending invoices, the email address does not appear in the history, and the "Sent" box is not automatically ticked. Instead, the history only shows "Invoice updated". This makes me question whether the invoice was actually sent, leading me to repeat the action before realising it was a system fault.

    Could your team please test and resolve this? It is causing our business to appear unprofessional to clients, and we need reliable records of invoice communication.

    Thank you for your support,
    Joana

  • VWA Credit Control commented  ·   ·  Report

    Good to see the re-sent history has been reinstated, to a point as people are still having some issues.

    The auto-update is still causing issues with unnecessary logging as per my original post:

    Sep 23, 2024 · Edit… · Delete…
    Absolutely essential for credit control and progression to have detailed logs - at the moment, my history and notes logs are just filled with lines and lines of pointless updates from auto-save - meaning for any actual notes, they are bumped way down, and the text has to be copy, paste and edited to remove all the guff. The auto-save every minute (at least) plus adding the actual detail into the invoice needs to be removed from the log, its ridiculous, just one timestamp at the end of that 'session' would be needed.

    Date User Action Detail
    19 Sept 2024 12:46 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:46 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:45 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:43 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:42 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:42 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:42 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:42 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:34 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:34 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:33 pm VWA Credit Control Edited
    INV-21918 updated.
    19 Sept 2024 12:33 pm VWA Credit Control Edited
    INV-21918 updated.

  • Sara Peters commented  ·   ·  Report

    It appears the invoice history still isn't updating if an invoice is dated pre-year end lock date.

    The work around previously advised was to untick sent and resend but we are also unable to untick sent for invoices pre-year end lock date. We don't want to be constantly unlocking and locking files just to send a copy of an invoice and record the history.

  • Karen Lovegrove commented  ·   ·  Report

    This is a long overdue fix!

    For quite sometime, the notes have not shown that a copy invoice email has been sent which has been quite a problem in not having an accurate audit trail.

    I agree with comments below, I am now getting 3 lines, 2 showing invoice updated - which it wasn't - and one for invoice sent and to who.

  • Amanda Ross commented  ·   ·  Report

    Thanks for the update Kelly this is a great functionality to have back!

    Although agree with Joana that the status of 'INV-xxxxx updated' is very misleading - especially if there's no functionality to show what's been updated on the invoice with a different colour/highlight etc.

    The invoice sending history is key to our start up as it's just myself and the founder and we're both working remotely so being able to quickly check the history before re-sending an invoice is so important.

  • Joana Mendes commented  ·   ·  Report

    Hi Kelly, Finally! Thank you for the update. I did a quick and simple test, and while all I did was to resend the invoice, the history is showing 2 entries:
    This invoice has been sent to
    and
    INV-xxxxx updated.

    This is misleading as the invoice has not been updated.

    In the original invoicing page, only the "invoice was sent to email xxxxx@xxxxx" would show in the history.

    Attached for reference

  • Michelle Darragh commented  ·   ·  Report

    Hi Kelly Munro,

    Seeking some progress on this idea post your Sep 2024 message. From what I see the idea is still "Under review".

    The suggested manual work arounds costs time and money for any business.

    Why does it take so long to reinstate a feature that was available in the past?

    From where I sit its hard to see that Xero demonstrates any true understanding of the importance of full audit trail of the email history when resending customers invoices. In this instance the software has become less functional and manual. A business cant make money from spending time with manual work arounds for a feature that has been taken away.

    Please listen to your current community..

  • Donna Philpott commented  ·   ·  Report

    I'm really surprised this info isn't already recorded on Xero but it's so important to be able to keep track of how many times and when you've emailed an invoice to a customer. We definitely need this included

  • Carol Smith commented  ·   ·  Report

    When you resend an invoice; it indicates only that the invoice has been updated. This is incorrect, if nothing has been updated. It should, as the old invoicing did, indicate that the invoice has been sent and to whom. Please fix this, as it has created added steps that I have to take to note that I have resent the invoice.

  • Haydn Wedding commented  ·   ·  Report

    How can this be 'an idea you are developing' when it worked perfectly in classic invoicing? It should have been testing and functional before the new invoicing was released.
    I want to be able to check the history to confirm with a client each time an invoice was sent, and to who.
    If I use the workaround, it removes the original 'sent to' line so I don't have history of who the invoice has previously been sent to!

  • Amanda Llewellyn commented  ·   ·  Report

    Thanks Vicki,

    It's even more clicks/inconvenience if the invoice was originally raised in a locked/closed period. You cannot then just untick send.

    They should be fixing the issue, not telling us to use workarounds for something that used to work!

    This is not a workable alternative.

  • Vicki Robinson commented  ·   ·  Report

    Hi

    Since Xero doesn't care to share, I will jump in. I raised a support ticket on this issue. The reply: Unsend your invoice before resending, and it will record the new send. It works but adds to the cumbersome amount of clicks.

  • Zazi Notununu commented  ·   ·  Report

    Showing a customer that an invoice was sent multiple time is critical when starting to put pressure on account receivable. Some invoices are also first sent internally for adjustments and then sent on to the Customer. We need to be able to confirm form the history that the invoice was sent to the customer. This was working correctly, and the function was removed. Please reinstate.

  • Graeme Beveridge commented  ·   ·  Report

    This issue has been around now for at least 12 months from memory. Xero - get your act together. How hard is it to make this minor adjustment and keep us all happy.

    Crazy !!!!

  • Donna Carter commented  ·   ·  Report

    Hey Kelly

    So we are at least 10 months down the track from your "let's just placate our users' reply stating that you are moving it to "under review".

    I bet that is about the only thing you/Xero have done on this CRITICAL, now missing, function in that time frame

    How about Xero programmers get of their collective butts and actually start reinstating the features that we previously had and relied on to run our businesses.

    And if they can't do it, then EMPLOY SOMEONE WHO CAN

    Pathetic

  • Kimberley Lamb commented  ·   ·  Report

    Show invoice resent information in history. When these are resent for reminder it does not show in the history as per classic version so hard to see the actual history of the invoice or if a client needs to have a reminder sent. Important to avoid a client receiving several reminders when auto reminders are not on.

  • Johannie Kemp commented  ·   ·  Report

    Log to see to what email address sales invoices are emailed from Xero, from another user profile (not my own)

  • Joana Mendes commented  ·   ·  Report

    Hi Kelly,
    Could you please provide an update on this? We are now left unsure whether the "update" shown in the history means the invoice has been resent to the customer. This could potentially damage our customer relationship if the invoice has been sent multiple times, or result in us not getting paid if we are unaware that it has not been sent or followed up.

    How can Xero claim to help invoices get paid faster when this basic feature, previously available, is not functioning, and has not been prioritised for resolution?

    Thanks,
    Joana Mendes
    Espresso Services Plus

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