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Invoices - Add invoice number when invoice is Approved

Recently found out that draft invoices are assigned a number once created, even if they are eventually not approved and deleted.
For accounting reasons in Spain, the numbering on all invoices presented has to be consecutive and the fact that draft invoices are assigned a number from the same sequence causes a problem. So basically if a draft invoice ends up being deleted, then when presenting the invoice list to the tax authorities, there is a number missing, which could cause a problem.
My suggestion would be that the sequence number is not assigned until the invoice has been approved and is ready to be sent to customer.

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Angela Pons shared this idea  ·   ·  Report…  ·  Admin →
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  • Elizabeth Arnott commented  ·   ·  Report

    I can see that this is still an issue. Invoices saved as drafts are being allocated invoice numbers and if deleted, that number is no longer available. Why assign an invoice number to a draft invoice? By it's nature it is not part of the company record until approved. Consecutive invoice numbering is a legal requirement in the UK.

  • Sandra Hill commented  ·   ·  Report

    Yes completely agree with this point. It so unhelpful - if you start typing up an invoice, then discover you don't have all the right information or are told to leave it for now, you only have to type in a company name and it's automatically given a number.
    Why can't the number only be assigned when the invoice is approved.

  • Florian Parmentier commented  ·   ·  Report

    I support this fully, it is critical actually. And not only the invoice number, but also the invoice date. These 2 stamps should only be granted after approval. Otherwise, if a draft is left unapproved pending for more information, then the number and date serie increments with other new invoices, making this draft already official and unremovable from the number and date serie ! I am actually very surprised this topic is not yet seriously addressed. Thank you in advance Xero for considering this seriously.

  • Simon Casson commented  ·   ·  Report

    Invoice Settings - be able to turn off the Auto Sequencing Invoice Number.
    I need to input a specific, externally generated invoice number when invoicing.
    It would be nice to have the invoice number field blank, ready for me to input it.
    Currently there is no option other than to have an auto sequenced number in the field.
    Yes, I can delete it and then input my number but would be great if I could have a blank field.

  • Finance Ascensor commented  ·   ·  Report

    Totally Agree to Angela Pons. We face similar situation here also in Maldives.
    Especially when Sales Invoices Sequence changes that creates a different picture altogether.
    So please see while approving a new number is created for Invoice sequence. Till then let it be in Proforma Mode with Prefix of our choice we set like PI or QU

  • Simon Peers commented  ·   ·  Report

    I totally agree, we also need to have sequential numbers in the UK. Often i want to issue a few ad-hoc invoices but find that there are draft repeated invoices waiting so it is a right pain to try to change numbers resulting in gaps for me. Surely drafts are just that until approved?

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