Invoicing - Remember default settings – Share and support customer ideas for Xero

Invoicing - Remember default settings

New Invoicing should be the same as the classic in that it remembers default settings for emailing like sending yourself a copy and attaching files. Until this is resolved do not discontinue the classic invoicing setup.
It's going to be very frustrating otherwise :)

421 votes

Brooke Gowen shared this idea · 01 February, 2024 · Report… · Admin →

Feedback ·

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

Hi everyone, appreciate all the feedback you’ve shared about default settings in the new invoicing experience. It’s been really helpful hearing where remembering your preferences can save time and reduce repetitive clicks.

Since this idea first came through, a number of the suggested improvements have been added.

Your last selections for “Include PDF of invoice” and “Send me a copy” are remembered in your browser.

We’ve also introduced keyboard shortcuts, added contact group invoicing, and made sure that when you copy an invoice to the same contact, their contact defaults carry through.

As mentioned in my last update - we enhanced the invoicing grid which included updates to the hide/show column selector, so this now defaults based on the last selection of what to show.

We understand there are a portion of users within this idea that are interested in the Approve or Save buttons on an invoice - being upfront we don’t have any plans for enabling users to set defaults for these buttons and would recommend taking a look at the keyboard shortcuts to help with navigation and selection with these.

With many needs expressed here now come to life or with other ideas specifically related we’re going to close this idea as Feedback.

We’re still paying close attention to how invoicing is working for you, and we appreciate everyone for the thoughtful feedback that’s been shared with us here and on other ideas throughout the forum. Thanks for helping us shape the experience.

Show previous admin responses (3)

submitted ·

AdminKelly Munro (Community Manager, Xero) responded · 17 April, 2025

Thanks for your continued engagement with us through this idea, team. As mentioned in my last update this idea spans different areas that you see defaults automating and improving efficiencies in how you invoice with Xero.

Since my last update, we’ve released some keyboard shortcuts to help with navigation and entry in some areas of invoicing, and we delivered the ability to invoice to your contact groups within the new experience.

As mentioned while we don’t have plans for changing the behaviour of the select options when sending an invoice, these are driven by your last selection, using web browser settings.

Recently, we made a slight change to the way defaults are applied when you copy and invoice for a contact. So, now when you copy and invoice to the same contact defaults from their contact will be applied to the draft invoice, which aligns with the way this worked in classic invoicing.

Lastly, but also of importance in this idea is that we have released a new line item grid, where along with other improvements we’ve renamed the button for column selection so you can now see if there are hidden columns, and your last selection will be retained – we know this was causing some strife for customers and this release will resolve this issue. 😊

submitted ·

AdminKelly Munro (Community Manager, Xero) responded · 11 July, 2024

Appreciate your feedback on how you’d like to see new invoicing improved to create more efficiency processing sales with Xero. There are a couple of different requests around defaults looped into this one idea that would be good to unpick and keep separate so we can keep you updated on any progress for each individually.

For interest around being able to set a default for the ‘Approve and Send’ button – There’s an idea that’s been started for this here ( https://productideas.xero.com/forums/939198-for-small-businesses/suggestions/45438514-new-invoicing-select-default-for-approve-butto ) that I’d recommend joining.
Kathy, your recent comment sounds more like the ability to be able to send invoices to a contact group with new invoicing – we totally get the interest in this too and have an idea for this here ( https://productideas.xero.com/forums/939198-for-small-businesses/suggestions/46564393-new-invoicing-invoice-contact-groups ) that you can follow.
Taking on board feedback we have made a change with the new send experience so now, selections for ‘Include PDF of invoice’ and ‘Send me a copy’ are based on the last email you sent. This uses settings stored in your web browser – for example, if you often change computers, or clear your browsers cache this will revert back to the default of the options being ‘unchecked’.
We do have plans for looking deeper into possible default controls, however this will come later once we’ve got everyone across to the new invoicing experience. We’ll keep you updated of any further progress for this here.

submitted ·

AdminPaul Hodges (Admin, Xero) responded · 02 February, 2024

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Kathy Skinner commented · 08 June, 2024 15:52 · Report

I tried the new invoicing out for one client where I have groups set up which are set up under membership tiers. Old invoicing allowed me to create one draft invoice for a particular tier and then click create invoices for everyone that was in that group and then be able to approve from there. I switched to new invoicing after selecting the tier I wanted to generate the draft invoice for and all I got was "I needed to enter a contact name" it wouldn't accept the tier group to then generate the invoices for everyone. When you have over 130 invoices to generate across multiple tiers I don't want to have to do them all individually or do copy and paste for 30+ in some cases. Under the old version I can make sure I'm not missing any being invoiced as well for a particular tier.

This option should be included in new invoicing as well but it appears it's just another thing they haven't taken into account.

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Janet Newton commented · 07 June, 2024 11:24 · Report

New Invoicing no longer auto defaults the tracking from Sales defaults on draft invoices from third party software. Our company uses another software to raise sales but the sales person is often not the sales person assigned to the sale. It is the salesperson who got the customer on board and in the sales defaults in Xero, not the person who took the order on the third party software.
Sales default setting need to AUTO fill.

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Nigel Harper commented · 04 June, 2024 05:53 · Report

Default Settings should be stored in the User Login Profile along side the Permissions assigned to the user for each company. These "Defaults" should include what the user wants as the default action for ANY Dropdown Button. EG. New Invoicing: Adding Billable Expenses - Add items SEPARATELY rather than as ONE. This used to be 2x buttons now it's a Dropdown Button with the wrong default 99% of the time. Same goes for New Invoicing Approval Button - Approval & Next or Submit for Approval & Next instead of Approve & Email. AND Next should be picked from the sort order in the Drafts Listing - Thus Chronoligical Order would be possible!

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Stephen Kane commented · 30 May, 2024 23:22 · Report

Very frustrating

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Yazz Bhatti commented · 16 May, 2024 20:25 · Report

It would be interesting to talk with the people who designed the new invoicing system interface and ask them why they would change the interface so much by removing existing functionality?

Users would easily move to a newer system as you're changing the underlying api's to move to a better more expandable and efficient system right?

Well, if that is the case, why have your developers ignored users by removing existing functionality or changing it to the point where it is no longer user-friendly.

Users will resist change - especially if that change is going to increase time to perform a task. The person in charge of the UI needs to be sat down and spoken with.

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Heather Palmer commented · 02 May, 2024 01:36 · Report

100% agree with you on this, so many features are not working correctly

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Ben Johnson commented · 30 April, 2024 15:55 · Report

Still not fixed.

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Simon Richardson commented · 05 March, 2024 22:14 · Report

New Invoicing - default checkboxes - attach pdf and email me a copy -

apparently this has been solved already (see other thread), but I still find i have to go and re-tick the checkboxes every time - please can these default back to whatever the last setting was for that client, when copying an invoice, like classic invoicing?

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Simon Richardson commented · 05 March, 2024 21:57 · Report

i need to manually send a pdf copy to some clients every time - even though xero sends a copy direct to their accounting package at head office.
They will not pay unless they get a copy of the pdf emailed manually to the local office-

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Sarah Jacobs commented · 01 March, 2024 15:47 · Report

Also I don't want 'approve and email' to be my default option. I want to just approve invoices, then email them later.

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Chris Curlett commented · 01 February, 2024 13:29 · Report

The new layout is a mess. It would be better if they addressed some of the users requests with 500+ votes in favor rather than spending time breaking the Invoice system that is working!

Come on Xero do something that Users WANT done!

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