XPM - Add “Assigned Staff” Tab to Invoices
Add “Assigned Staff” Tab to Invoices in XPM.
We would like the ability to assign staff members to invoices created in Xero Practice Manager (XPM) to improve workflow visibility and accountability throughout the billing process.
Currently, when an invoice is open, there are three tabs available:
Information, Notes & History.
We propose adding a fourth tab titled “Assigned Staff.”
Invoice workflow typically moves through several stages:
1. Staff member creates the bill
2. Manager reviews and approves
3. Director reviews and approves
4. Admin completes final processing and sends to the client
Having the ability to assign up to 4–5 staff members directly to an invoice would:
1. Clearly show who is responsible at each stage
2. Improve efficiency and reduce bottlenecks
3. Provide quick visibility of where the invoice is in the workflow
4. Reduce reliance on notes or external tracking systems
By adding a new “Assigned Staff” tab within the invoice screen and ability to select staff from the existing Staff list (similar to other areas within XPM) would be beneficial.
An option to tick/select multiple staff members (up to 4–5)
A status tick box next to each assigned staff member to indicate when their part of the process has been finalised or a drop down for a status selection of (not started, started, review, final review, approved).
Additional filters within the Invoice Manager to filter by Assigned Staff and Status (including status per staff member)
This feature would significantly improve workflow tracking and internal communication, especially for firms with multi-level approval processes and firms with remote workers.
Gemma Wagner
shared this idea
✨ Hi everyone,
Thanks for sharing your feedback on this idea and explaining how assigning staff to invoices created in Xero Practice Manager would help improve workflow visibility and accountability through the billing process.
We can see the value in having a clearer way to show ownership during invoicing, especially where different team members are involved in preparing, reviewing, and following up on invoices.
We’re moving this idea to Gaining support so others in the community can vote and share how this would help their practice too. The more detail we have on how this would improve day-to-day workflows, the better we can understand the broader impact.
We’ll continue to monitor the feedback here and share any updates as we learn more.
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Louise Mathers
commented
This enhancement would be extremely valuable for our practice.
We currently have over 100 draft invoices in the system, some dating back many months. Without a clear way to assign responsibility within the invoice itself, it becomes very difficult to determine where an invoice is sitting in the workflow and who is responsible for progressing it.
The lack of visibility creates inefficiencies, delays in billing, and unnecessary follow-up between team members. It also contributes to WIP remaining open longer than it should, simply because invoices can become stuck in the approval chain without clear accountability.
If we were able to see, at a glance, which team member the invoice is currently assigned to — and the status of their part in the process — it would significantly improve workflow management, reduce bottlenecks, and support stronger internal accountability.
For firms with multi-level review processes and remote team members, this functionality would materially improve billing efficiency and oversight.