Xero HQ - Warning when archiving client with active Xero organisation subscription
Archiving a client with a Xero Ledger/Plan seems almost too easy as there is no warning to prompt you to cancel the subscription/or remove yourself as a user - So you could end up paying for a Xero Ledger/plan indefinitely and not know.
As an example, we discovered 20+ entities that had been archived in XPM/XeroHQ but not cancelled in Xero.
There is currently no way to easily find out if any active ledgers/plans are on the Archived list (which thanks to the Xero Single Client Record Process we now have 3,000+ archived clients) as you
a) cannot filter by attached Xero File (within the archived list) and
b) cannot scroll through 3000+ line items quickly to see if they have a Xero file attached.
Tamsin Nolan
shared this idea
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Xero Ideas at GT
commented
This is a significant issue for us. Not only do we continue to pay for these subscriptions, but when we deactivate a staff member, they don't get removed from archived clients (including those we don't own). This is a risk issue.
A client should NOT be able to be archived with an active subscription. Alternatively, at least have the ability to report on these, showing who owns the subscription etc so we can address these in a timely manner. Reporting is currently not available via HQ or PM!!
Currently the only option is to manually go page by page in the Archived list - but this is not possible for us as we have 9,000+ archived clients.
Further, there is no audit trail to determine when a client was archived, by whom and why it was archived.
We could prevent staff from archiving by removing their client 'delete' access in XPM, but that creates a significant administrative burden on a small number of people to archive all clients including individuals and others who don't have an active Xero subscription attached. We are a large firm and this would not work for us.
All these are basic functions of a quality CRM, that provide practical and secure solutions. Yet they are missing in Xero.
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Amanda Paprzik
commented
Would be fabulous!
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Karen Maiden
commented
This would be very helpful
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Stacey Nitschke
commented
This is also a huge issue for us.
This takes me a lot of wasted admin hours comparing the ledgers we are charged to the client list to make sure none have slipped through. I try to run a report to show who has been archived every month so I can just check those however it is not fool proof.
It is also frustrating that you have to restore the client just to cancel the subscription. And then when you archive it in XHQ you get a pop up warning to say their is an active file. That warning is in the wrong system. It needs to be in XPM.