Invoices & quotes

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1. New invoicing | History - Change the display to show all detail together

   Please see attached doc re keeping some of old xero features in new xero

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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Thanks for your feedback as well as sharing screenshots to show the differences and what would help you when using new invoicing.

   Taking a look across these, the first around using a draft invoice as a template with only text in the description - this is currently possible, but may depend on how you are entering the information in your invoices. I'd recommend having a read of my update on this idea and joining if you'd like to receive updates.

   We appreciate different users have different preferences to how they consume information and we'll track the interest in the layout of detail in History through your idea here. I've slightly changed the title of your idea, here. However just reflecting on your examples - all the information for the approved action as shown in your 'old xero' image, is the same detail as shown in the second note of your New Xero image.

   Thanks for your feedback as well as sharing screenshots to show the differences and what would help you when using new invoicing.

   Taking a look across these, the first around using a draft invoice as a template with only text in the description - this is currently possible, but may depend on how you are entering the information in your invoices. I'd recommend having a read of my update on this idea and joining if you'd like to receive updates.

   We appreciate different users have different preferences to how they consume information and we'll track the interest in the layout of detail in History through your idea here. I've slightly changed the title of your idea, here. However just reflecting on your examples - all the information for the approved action as shown in your 'old xero' image, is the same detail as shown in the second note of your… more

2. New invoicing - Change options when printing from 'Cancel' to 'Leave as is'

   New Invoicing. I see we got the ability to mark as sent when printing, which is great and fixes one of many defects which made me go back to classic a year ago. But the prompt that appears is bizzare and confusing. Classic always had "mark as sent" or "leave as it is" ... however new has "mark as sent" or "Canel" - which implies cancel the print job - except it doesn't (the x does this)... So on one hand a user if confused by cancel if they want to print without marking as sent, and 2 if they realise there's an error and want to cancel the print job and re-draft the invoice without a file name(1).pdf in the downloads... they push the cancel and get a print job regardless. The pop up buttons in classic were Homer Simpson simple - "Mark as Sent" or "Leave as is" - these should be retained in new invoicing

   New Invoicing. I see we got the ability to mark as sent when printing, which is great and fixes one of many defects which made me go back to classic a year ago. But the prompt that appears is bizzare and confusing. Classic always had "mark as sent" or "leave as it is" ... however new has "mark as sent" or "Canel" - which implies cancel the print job - except it doesn't (the x does this)... So on one hand a user if confused by cancel if they want to print without marking as sent, and 2 if they… more

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3. Quotes - Tax status & Delivery Address when invoice is created from quote

   It would be nice if when converting a quote to an invoice that Xero would be able to recognize tax status of customer, and would automatically bring up delivery address.

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4. New invoicing - copy to keep original invoice date

   For setting dates on new invoicing:
   - when using the "copy to draft invoice" function, keep original date from copied invoice and not default to current date.
   - be able to type date using all numbers and not having to type month name (slows me down)

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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi Rebecca, I've just amended the title of your idea for your first request. In terms of the second when you're mentioning the input of dates. You should find you can currently enter dates in number format, however you'll need to make sure you keep the '/' or '.' to separate day month and year, alternatively you may find shortcuts help you cut down the time needed to enter your dates here.

5. New invoicing - Auto tax rate to recognize non US address

   Had to switch back to Classic INVOICE again... Because new INVOICE does not work...

   Auto tax rate for us in the US can be a good feature if implemented with smarts... That seems to be a big IF... Some of us do business internationally. So not all our invoices are for US based customers.

   Creating an invoice for a customer in Germany... !!!Unable!!! to complete the INVOICE because Auto tax rate insist I have to have a state for it to work???

   IT IS IN GERMANY... No state required and being outside of the US Auto tax rate should recognize it is tax exempt??? Is this too difficult????

   I see pop-up only 61 DAYS to retirement... You better start working faster....

   Had to switch back to Classic INVOICE again... Because new INVOICE does not work...

   Auto tax rate for us in the US can be a good feature if implemented with smarts... That seems to be a big IF... Some of us do business internationally. So not all our invoices are for US based customers.

   Creating an invoice for a customer in Germany... !!!Unable!!! to complete the INVOICE because Auto tax rate insist I have to have a state for it to work???

   IT IS IN GERMANY... No state required and being outside of the US Auto tax rate should recognize… more

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6. Sales - Filter by Credit notes

   Sales overview should include an option to view credit notes only (appreciate that this can be done by sorting on amount and looking for negatives) but would be nice if there was a one click option to show credit notes only

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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Good to know you're aware of how you can get a view of your credit notes for now. This isn't something we have direct plans for at this stage, but we'll track the interest from community here and share if there's any progress.

7. New invoicing - sending invoice reminder in a closed period

   New Invoicing - currently wont allow me to send an invoice (as a reminder for payment) if it is in a locked period. Which i don't understand as it is not affecting the accounts in any way.
   It is very time consuming having to download and then email from google, rather than straight from Xero as before.

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   submitted  ·  4 comments  ·  Invoicing  ·  delete…  ·  Admin →
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8. New invoicing - Change layout of buttons/options

   What's most wrong with the new invoicing template is that the most useful features have been shifted to to the bottom of the layout , so you have to scroll to the bottom to use them. Also the default of approve and send is not the best option , approve would be better ( or perhaps a way to choose that box default would be terrific. Also to attach files , all the way to the bottom we go, thats crazy . also the size of the template is too big , it needs to be more compact its adds to the scrolling required to add lines to the invoice and why was the add 5, 10 or 20 lines removed, that proved to be very helpful ( at least put back the add 5 lines) why because to not have it there at the start of making the invoice ,means due to visual overwhelming of the layout, it seem to have made every invoice line 3 times as big and the length of the invoice 3 times longer . its very slow and time consuming and very unfriendly. I am sure there are improvements and this is most welcome, but why cause everyone to feel so frustrated to offer some badly needed benefits ( I do like the add previous used items and the save and close button...
   Honestly, it the visual appeal and effort it takes ( extra clicks taken) o find , action and do , what was so easy in the classic version.

   IS anyone actually listening to us the users???. or is it all mandated , if mandated, I think you will lose customers over time, which is a shame, as xero is very functional now and does offer people great choices, value for money is questionable, but as far as features go, it has become one of the leaders. If payroll wasn't so expensive on number of employees ( larger numbers) then I would say Xero was very reasonable generally speaking...

   What's most wrong with the new invoicing template is that the most useful features have been shifted to to the bottom of the layout , so you have to scroll to the bottom to use them. Also the default of approve and send is not the best option , approve would be better ( or perhaps a way to choose that box default would be terrific. Also to attach files , all the way to the bottom we go, thats crazy . also the size of the template is too big , it needs to be more compact its adds… more

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   6 comments  ·  Invoicing  ·  delete…  ·  Admin →
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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Thanks for feeding back to us here, Mark. I want to assure you our product teams and leadership are very attentive to the feedback we've been receiving from customers on the new invoicing experience and we're committed to improving this.

   It helps for each of the points you've raised to be tracked separately so our teams can consider the votes as a factor when prioritising and planning development, as well as keeping the communication clear of the changes we're making.

   Many of the things you've shared are being worked on and we have separate ideas for these that I've listed below and welcome you to join and vote for each, if you'd like.

   Trying to get a better view of the placement of buttons that you mentioned - would this just be the Attach files option or is there another that you would like to see shifted above, too?

   • New invoicing - Add lines button
   • New Invoicing - Select default for 'Approve' Button e.g not 'Approve & Email
   • New Invoicing - Reduce number of steps and clicks
   • New Invoicing - Reduce the amount of empty space on screen

   Thanks for feeding back to us here, Mark. I want to assure you our product teams and leadership are very attentive to the feedback we've been receiving from customers on the new invoicing experience and we're committed to improving this.

   It helps for each of the points you've raised to be tracked separately so our teams can consider the votes as a factor when prioritising and planning development, as well as keeping the communication clear of the changes we're making.

   Many of the things you've shared are being worked on and we have separate ideas for these that I've listed below and welcome you to join and vote for each, if you'd like.

   Trying to get a better view of the placement of buttons that you mentioned - would this just be the Attach files option or is there another that you would like to see shifted above, too?

   • New… more

9. New invoicing - Hide Tax Rate column

   In New Invoicing we can now hide the tax amount column. As this is for organisations that are not registered for tax, the Tax Rate column is also redundant so would it be possible to hide that too? We are set up as No VAT Scheme so both these columns just get in the way and it seems odd that we can mask one but not the other when you only ever need both or neither.

   While we're at it, could we do the same in Billing?

   Thanks

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   submitted  ·  2 comments  ·  Invoicing  ·  delete…  ·  Admin →
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10. Online Invoice - Turn off CSV option

    Be able to remove the csv file option when viewing invoices online. I have a template set up which gives a detailed description but only a total price as I do not want customers to see the individual prices. However if they view online and download the CSV they can see this detail. It only seems to happen when emailed to Gmail accounts as we don't include the invoice link in the email. I now have to put in 0's for each line item and manually enter the total amount.

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    3 comments  ·  Invoicing  ·  delete…  ·  Admin →
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    Gaining Support  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi team, while we appreciate your interest in being able to restrict the export formats of your online invoices, we want to be upfront that we don't have any plans for changing these options at present.

    We are continuing to gauge the sense of support in this through this idea, and I will share if there are any updates.

11. New Invoicing - Files - 'View' and 'Delete' UI

    There is a significant design flaw in the new Files UI:
    1. The delete button will remove an attachment on a single click, rather than prompting a confirmation.
    2. The 'View' file button is directly next to the delete button increasing the chance of accidentally clicking delete instead. Given the point above there's no way of recovering the attachment as clicking it will instantly remove that file.

    In the old invoicing you could simply click the file name to view rather than clicking a 'View' button. The delete button was under a cog and initiated a second click to confirm deletion of an attached file.

    There is a significant design flaw in the new Files UI:
    1. The delete button will remove an attachment on a single click, rather than prompting a confirmation.
    2. The 'View' file button is directly next to the delete button increasing the chance of accidentally clicking delete instead. Given the point above there's no way of recovering the attachment as clicking it will instantly remove that file.

    In the old invoicing you could simply click the file name to view rather than clicking a 'View' button. The delete button was under a cog and initiated a second click to confirm… more

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    submitted  ·  3 comments  ·  Invoicing  ·  delete…  ·  Admin →
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12. Quotes - Option for feedback when rejecting

    The idea is to develop a function for our clients to retrieve instant feedback from prospective customers on the rejection of a quotation they have received.

    This can be in the form of an automated dialogue box where the prospective customer can give reasons/comments as to why they have rejected the quote i.e too expensive, found a better deal, specifications - lack of or incorrect etc.

    This will save the customer time to know instantly what the problem is so when do give the prospective customer a call, they have a prepared response and enquire further as to how they satisfy the particular needs.

    The idea is to develop a function for our clients to retrieve instant feedback from prospective customers on the rejection of a quotation they have received.

    This can be in the form of an automated dialogue box where the prospective customer can give reasons/comments as to why they have rejected the quote i.e too expensive, found a better deal, specifications - lack of or incorrect etc.

    This will save the customer time to know instantly what the problem is so when do give the prospective customer a call, they have a prepared response and enquire further as to how they… more

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13. Quotes - Add optional items

    IT would be really good to have the capability to add 'optional' items to a single quotation -

    • example #1: supplying in quantities of 10, 25 and 50,
    • example #2: there are five items in the 'basic quote' but the customer may choose to add items 6,7 and/or 8 but these aren't a fundamental requirement to include.

    If there is a quotation tool, then being able to offer customer flexibility is important as issuing multiple quotes can appear unprofessional

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14. Repeat invoicing - Automatic attachment placeholders

    Automated File attachments for repeating invoices.

    Is it possible to add a feature where attachment placeholders can be saved with a repeating invoice.? So that attachments can be bulk uploaded at some future time and they are included in the draft invoice using file name matching. "[contactname][year][month].csv" for example. Even better if this could done with all the attachments extracted from a single uploaded monthly zip file. The zip file could also perhaps contain a txt file with a simple filename to invoice matching array for a more flexible approach. I know that adding attachments is easy via the SDK but if this sort of function was built into the UI I can see it saving a lot of people some time/effort.

    Automated File attachments for repeating invoices.

    Is it possible to add a feature where attachment placeholders can be saved with a repeating invoice.? So that attachments can be bulk uploaded at some future time and they are included in the draft invoice using file name matching. "[contactname][year][month].csv" for example. Even better if this could done with all the attachments extracted from a single uploaded monthly zip file. The zip file could also perhaps contain a txt file with a simple filename to invoice matching array for a more flexible approach. I know that adding attachments is easy via… more

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15. Invoice list - Show invoice number in message when invoice has been saved

    When a sales invoice is created, when you get the message Invoice saved, please also displau the new invoice number, so that is doesn't need to be looked up.

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16. New Invoicing - View Exchange Rate Used

    It’s not possible to view the original invoice exchange rate in New Invoicing. New invoicing only shows the current exchange rate. I have to revert to classic invoicing to see what rate was used when posting the invoice.

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17. Invoices - Apply Autopay to multiple invoices at once

    Allow autopay to be applied to a group of recurring invoices, rather than having to enable it on individual invoices. This would be useful for turning Autopay on for a number of invoices for the same customer or turning it on for a number of invoices for different customers.

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18. Sales invoices - Lite version of invoicing

    The new invoicing page design has created a bloated feature-packed version of invoicing that, whilst great for companies who regularly email or print invoices for posting, is an absolute pain in the proverbial to navigate for companies such as ours who only create invoices for accounting purposes, and never send them out.

    For background context, we are a small family-owned investment property company who create invoices in Xero corresponding to rental income statements we receive from letting agencies. We only create the invoices once we've received the statements, so the original invoicing feature was perfect for us. Its replacement is a painful navigational nightmare.

    Please create an invoicing lite option that mirrors the original invoicing page, OR give us the option to turn off options for adding payment details, approving and emailing the invoice and approving and printing a PDF of the invoice. A straight "Approve" option would be more than sufficient.

    I am sure we are not the only company using Xero, who only use invoicing to create an accounting entry for revenue we receive almost automatically. I'm therefore certain we won't be the only customers driven to irritation by the new invoicing solution.

    For the time being, we will be using the classic invoicing option, until we can do so no longer.

    The new invoicing page design has created a bloated feature-packed version of invoicing that, whilst great for companies who regularly email or print invoices for posting, is an absolute pain in the proverbial to navigate for companies such as ours who only create invoices for accounting purposes, and never send them out.

    For background context, we are a small family-owned investment property company who create invoices in Xero corresponding to rental income statements we receive from letting agencies. We only create the invoices once we've received the statements, so the original invoicing feature was perfect for us. Its replacement is… more

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    submitted  ·  0 comments  ·  Invoicing  ·  delete…  ·  Admin →
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19. Statements screen - Add invoice number

    When showing a list of statements to send (from Business - Invoices - Send Statements) from Send Statements, can the invoice number be shown on the screen so sorting can be done on invoice number. Also the date of the invoice would be handy as well to give an idea of when first looking at the front screen as to how old they are. It would make choosing and sending quicker and more efficient.

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    submitted  ·  2 comments  ·  Invoicing  ·  delete…  ·  Admin →
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20. e-invoicing Germany

    From 1st January 2025 businesses in Germany must be able to receive e-invoices and this function does not exist in the Global edition we use for our German clients.

    We need this functionality setting up as a matter of urgency.

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    9 comments  ·  Payment services  ·  delete…  ·  Admin →
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    submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

    Thanks for raising the idea with us. Our team are aware of the mandate of eInvoicing for Germany. While we don't have immediate work planned at this stage our plan is to support any Peppol-enabled region in the long term and we are paying close attention to the interest from users on this idea. We'll be sure to update of any progress surrounding this for you, here.

    The mandate currently states "The new legal regulation currently contains no specifications for the electronic transmission of electronic invoices. An email inbox should therefore initially be sufficient to receive an electronic invoice."

    Based on this, currently with Xero an eInvoice could be received by using our Email to bills service, or by including the invoice as an attachment and sending to your organisation's Files library. On agreement with your suppliers you could share your bills, or files library email with them so they can send invoices directly to your organisation.

    Thanks for raising the idea with us. Our team are aware of the mandate of eInvoicing for Germany. While we don't have immediate work planned at this stage our plan is to support any Peppol-enabled region in the long term and we are paying close attention to the interest from users on this idea. We'll be sure to update of any progress surrounding this for you, here.

    The mandate currently states "The new legal regulation currently contains no specifications for the electronic transmission of electronic invoices. An email inbox should therefore initially be sufficient to receive an electronic invoice."

    Based on this, currently with Xero an eInvoice could be received by using our Email to bills service, or by including the invoice as an attachment and sending to your organisation's Files library. On agreement with your suppliers you could share your bills, or files library email with them so… more