Invoices & quotes

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1. Quotes - Send quotes by WhatsApp

   As with invoices could you add this function to quotes as well to make things easier

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2. Quotes - Split quotes into multiple invoices with relationships and automatic “Mark as invoiced” functionality

   Our work is often quoted at the project level, with invoices being issued monthly for the duration of the project until the quoted amount has been paid and the project completed.

   Currently, we create the quote, and then subsequently create invoices - manually keeping track until the quoted amount has been invoiced, at which point we mark the quote as invoiced.

   It would be helpful if;
   - We could split the quote into N invoices automatically with the total invoiced amount over N invoices equalling the amount in the selected quote.

   OR

   • When a quote is marked as accepted but not invoiced; have the ability to when creating an invoice, assign the invoice to a particular quote and create some type of useful or navigable relationship between them.

   User flow would/could be;
   1. Quote is created for £X
   2. Quote is accepted
   3. Invoice is raised for partial/split payment of £Y and approved (and or sent)
   4. After an invoice is no longer draft, it can be assigned/related to a quote

   After a quotes total amount has been raised as invoices, the quote is automatically marked as “Invoiced” with all related invoices being listed in the “History and notes” section.

   Our work is often quoted at the project level, with invoices being issued monthly for the duration of the project until the quoted amount has been paid and the project completed.

   Currently, we create the quote, and then subsequently create invoices - manually keeping track until the quoted amount has been invoiced, at which point we mark the quote as invoiced.

   It would be helpful if;
   - We could split the quote into N invoices automatically with the total invoiced amount over N invoices equalling the amount in the selected quote.

   OR

   • When a quote is marked as accepted but… more

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3. Quote - Formatting options in summary section

   Quote- Multiple formatting options in the "Summary" section.

   In the service delivery business the quotation is also your proposal. Having the ability to use bulleting or numbering as well as bold text or underlining would greatly improve the look and feel of your proposal when the "Summary" section is used to describe and summarize the work or project you are quoting on.

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4. Quotes - Option to Accept part of the quote and Decline the remaining lines

   Hi, I would like to be able to complete quotes correctly please. So for example, QU-6767 was accepted by the customer. The customer later decided that only one line of the quote was required, which was invoiced. I would now like to mark the remaining part of the quote as declined.

   It would therefore be helpful to have more options for the quotes system, to be able to mark the quote as partially invoiced and the remaining as declined, even after the quote has been accepted.

   I create monthly reports of accepted, declined and invoiced quotes. It would be helpful to have the correct function options to gain more accurate reporting and to not leave the quotes in an un-finished status.

   Hi, I would like to be able to complete quotes correctly please. So for example, QU-6767 was accepted by the customer. The customer later decided that only one line of the quote was required, which was invoiced. I would now like to mark the remaining part of the quote as declined.

   It would therefore be helpful to have more options for the quotes system, to be able to mark the quote as partially invoiced and the remaining as declined, even after the quote has been accepted.

   I create monthly reports of accepted, declined and invoiced quotes. It would be helpful… more

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5. Quotes - Make 'invalid account' warnings appear in a new window

   When entering a quote, we have to enter an account code for every line of a quote. If we type one in incorrectly (for example entering code 2000 instead of 200), then Xero opens a link to add account codes. The problem is that this does this in the same window. You cannot go back to your 38 line quote that you spent nearly a half hour creating because Xero didn't open a new window, no they put the link to new account codes in the same window as the quote. If you hit the back button to get back to the quote, it takes you to a new and empty quote. Can you please stop doing this? If you need to take us to a new account code window, make it a separate and new window. Please.

   When entering a quote, we have to enter an account code for every line of a quote. If we type one in incorrectly (for example entering code 2000 instead of 200), then Xero opens a link to add account codes. The problem is that this does this in the same window. You cannot go back to your 38 line quote that you spent nearly a half hour creating because Xero didn't open a new window, no they put the link to new account codes in the same window as the quote. If you hit the back button to get back… more

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6. Quotes - Bulk send

   Make the functionality of quotes similar to invoices, e.g. import quotes, bulk approve quotes, bulk send quotes. I recently had to send out 417 quotes for the same thing and they had to all be done individually which was extremely time consuming. If they had been invoices, I could've imported them on a spreadsheet, approved them all at once and sent them all at once. Instead each one had to be done individually.

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   submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Appreciate your liking to invoices in Xero, Angela. Each functionality would need to be considered in isolation so I've changed the title of your idea here for bulk sending.

   We don't have any direct plans for this right now, but we'll begin to get a sense of the interest and keep you updated of any change, here.

   You'll find an existing idea for import/export of quotes that you may like to join as well. If there's any other feature like this that you'd like to see welcome to start another idea. 🙂

7. Invoicing / Quotes - Omnipresent 'Save' button

   Please make the “Save Button” omnipresent, so it hovers/tracks the page and wherever the user is working, while building Quotes & Invoices...

   I keep having to scroll up to the very top of the page, in order to hit “Save” - and found when moving too fast, i can accidentally skip back, losing changes, and then having to start again.

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8. 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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9. 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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10. 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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11. Quote/Invoicing - Job Workflow

    BETTER WORKFLOW FOR QUOTES/DELIVERIES/INVOICING:
    If we could get the actual flow for how the paperwork per Job can be produced!

    1.I always start with a QUOTATION: this doesn't always need to be sent to a customer at all as it could be raised by way of a telephone conversation, etc,et. This is logged as a Job manually in a Workbook.
    2.If the customer agrees and some do use PO numbers then when we go to accept/confirm, this is when we need the ability to enter Their PO number or some other confirmation that can be proved, this may take the form of an email or even the customers name!
    On other systems it is possible to send " order confirmation " for them to check and alter if anything needs adding etc,etc.
    3. After approval, then we need to fulfil and deliver the Job, this is logically when a Delivery Note will be required...definately waste of time when raising an Invoice as this is the last stage..
    The delivery note can accompany the Job in transit etc.
    4. Finally when job is Delivered, we raise an Invoice..

    At all stages, copies of any emails must remain on the system or in the respective email software, Outlook etc...

    This would give a normal workflow to Job flow in my opinion and make Xero more user friendly

    BETTER WORKFLOW FOR QUOTES/DELIVERIES/INVOICING:
    If we could get the actual flow for how the paperwork per Job can be produced!

    1.I always start with a QUOTATION: this doesn't always need to be sent to a customer at all as it could be raised by way of a telephone conversation, etc,et. This is logged as a Job manually in a Workbook.
    2.If the customer agrees and some do use PO numbers then when we go to accept/confirm, this is when we need the ability to enter Their PO number or some other confirmation that can be proved, this may take the… more

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12. Quotes - Include reference in quote acceptance email notification

    Ability to include the reference with quote acceptance email. Currently the email notification only has the account name and quote number.

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13. Quotes - Quote acceptance without marking as sent

    I would like to see the ability to accept/decline a draft quote without having to mark as sent in the new quote. thank you

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14. Quotes- Ability to approve quotes

    Hi there,

    Most clients cannot accept 'DRAFT' quotes, and not all clients like to be emailed through Xero (how you turn it non-DRAFT currently).

    Please can you add the same functionality as an invoice where you can accept, save and export it so we can email non-DRAFT quotes to clients and keep communication on our systems/in the format they like?

    THANK YOU

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15. Quotes - Ability to archive quotes

    I am trying to archive legacy quotes - I have followed your instructions but when I highlight the selected quotes, there is no option button for archive?

    We want our quotes section to a more true reflection of the current business activity but at the same time do not want to have to delete legacy quotes. There is a need to archive similar to Inventory feature.

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16. Quotes - Create repeating quotes

    I note there are repeating (aka recurring) invoices and bills.
    I would like repeating quotes as well because every year, we issue a quote to some of our clients for maintenance agreements or hosting agreements. It is basically the same quote every year except that the amounts are adjusted for CPI

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17. Quotes - Edit the exchange rate in Quotes

    I have found you are able to customise currency rates in Purchase Orders, Invoicing and Bills to pay, however you are unable to amend this in quotes.

    Please allow to amend in all modules

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18. Quotes - Feature for customer to select which items to accept

    It would be great if when a customer receives a quote, it were possible for them to select which items they wanted from the quote and to deselect the ones they didn't want.

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19. Quote - Create repeating Invoice from quote

    Currently, to invoice from a quote = a standard invoice. There needs to be an option to create an repeating invoice also. This is consistent with the request to change a standard invoice into a repeating invoice also.

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20. Quotes - view contact address

    Why is it that customers address details are not shown on the invoice and quotation listings. this is causing time issue problems
    These were shown in the classic view in invoices but not in quotations
    I’m my mind this is a retrograde step and needs reviewing

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    submitted  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi all, appreciate the interest around this. Being able to view a contact's address would be built separately for invoices and quotes. 

    We have an existing idea for this in new invoicing that you may like to add your vote and join across here - you'll see this is something we're actively working on. 

    I'll slightly adjust the title of your idea here to reflect the Quote side of things and we can keep you updated if there's any change for this. Thanks