Invoicing - Select default for 'Approve' Button e.g not 'Approve & Email – Share and support customer ideas for Xero

Invoicing - Select default for 'Approve' Button e.g not 'Approve & Email

Can there be a system setting which controls the default option on Invoices for the Approve button.
It is currently Approve & Email and we would like to have the default as just Approve.

If it was a system setting companies could chose best option for them.

Screenshot 2024-08-16 at 10.19.55 AM.png 1689 KB

425 votes

Peter May shared this idea · 18 July, 2022 · Report… · Admin →

Not in pipeline ·

AdminKelly Munro (Community Manager, Xero) responded · 05 January, 2026

Hi team, thank you for your thorough feedback in this idea. We appreciate there are different preferences our users have when approving invoices in Xero and just to re-highlight - there are now keyboard shortcuts available for most action buttons in invoicing to help navigate and quickly select the option you prefer rather than the drop down selection.

Though we understand it is not the news you're hoping here we want to be transparent that there are no plans at this stage to add the ability to set your own default for the Approve button in invoicing.

We will continue to track the support this idea keeps building and be sure to let you know if there is any change to the status of this idea, here.

Show previous admin responses (3)

submitted ·

AdminKelly Munro (Community Manager, Xero) responded · 31 January, 2025

Hi community, we’ve just released some new keyboard shortcuts to new invoicing, that cut down the number of mouse clicks and help you perform actions on your invoice with some simple keyboard entry options.

There’s a range of different shortcuts that you can explore, and in particular a few that I wanted to call out for ‘Approve’ options that I know will be of most interest to you, here;

Approve (Ctrl-Alt-A OR Cmd-Opt-A on a Mac)
Approve & add another (Ctrl-Alt-O OR Cmd-Opt-O on a Mac)
Approve & print PDF (Ctrl-Alt-R OR Cmd-Opt-R on a Mac)
Approve & email / send eInvoice (Ctrl-Alt-E OR Cmd-Opt-E on a Mac)

While you get used to the combinations of shortcuts our product team have added small prompts to highlight these in the product, and if you’d like to view the full list of options you can see them all on Xero Central ( https://central.xero.com/s/article/Tips-and-shortcuts#Invoicingshortcuts ).

Thanks for all contributing, and staying plugged into updates on this idea.

Being upfront, we will continue to field feedback and revise this idea, but we don’t have plans for adding the ability to set your own default any time in the short term.

submitted ·

AdminKelly Munro (Community Manager, Xero) responded · 22 July, 2024

Hi everyone, thank you for your feedback on this here. Through testing we found that majority of our customers would Approve and email an invoice at once, which is why this was developed as the default in new invoicing. That said we appreciate others would like a different action as their primary option.

While we don’t have direct plans for adding the ability to set a default for this action, we’re listening to your feedback and looking into how we can improve efficiency and speed things up for you when using new invoicing through the use of keyboard shortcuts. We’ll share more news when we’ve confirmed what this shortcut looks like and are closer to providing this to you all.

submitted ·

Dana A responded · 22 July, 2022

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Anishta Pillay commented · 31 January, 2024 08:45 · Report

After completing the invoice, the first option should be to approve. Not approve & email

Please change this.

The classic invoicing was better

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Adam Buckby commented · 17 January, 2024 08:02 · Report

This would be great.

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Katherine Kirkwood commented · 20 December, 2023 12:20 · Report

I agree with this. Do we have this option yet?

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Annalee Boakes commented · 10 July, 2023 16:43 · Report

Agree with this idea, and would be better to be able to change the default 'approve' option because we would prefer the approve and add another button as default.
Same goes for the 'save' options on new invoicing.
Also in quotes - change the default 'save' and 'send' options.

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Brett Saunders commented · 04 March, 2023 14:33 · Report

We are using Service M8 and we send invoices across to Xero for emailing to the customer.
Rather than having to go into Xero at the end of each day and manually email those invoices to the customer, we would rather have Xero automatically approve and email those invoices to the customer. Thank you for considering this suggestion.

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David Bonafiglia commented · 09 January, 2023 06:33 · Report

would be legendary

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David Bonafiglia commented · 09 January, 2023 06:33 · Report

automatic invoice email sending to costumer email from shopify orders

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Andrew Allan commented · 02 November, 2022 08:04 · Report

Sometimes I want to add more than one invoice at the same time, and so I choose the "Approve + Add Another" option in the button dropdown. That's helpful, since it's fewer clicks and fewer page loads. But for the second invoice form, the button stays with "Approve" and I need to click the small dropdown arrow and go into the button menu again and select "Approve + Add Another", and repeat this for every invoice that I add.

I think if someone selects "Approve + Add Another", then the second invoice form should have "Approve + Add Another" as the default choice. This will make adding lots of invoices a little bit easier and faster.

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