Invoices & quotes

1065 results found

1. Invoices - Add Delivery due date

   Add a field for the date the customer requires delivery. I currently use the expiry date, but if I mark the quote as accepted this date disappears.

   This date is crucial for forecasting.

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   1 comment  ·  Quoting  ·  delete…  ·  Admin →
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   Gaining Support  ·  AdminSonal Pamnani (Admin, Xero) responded

   Hi Catrina , thanks for sharing your idea, and letting us know the changes that matter most for you.

   We've reviewed your idea and now it's up to the community to get behind and support it. We'll monitor this space for more traction in the meantime. Cheers

2. Short Term Cashflow - Combine existing invoices with predictions for future invoices

   When viewing the 90-day short-term cash flow projection, payments from our on-site shop show 90 days of predicted income. However, for customers with existing invoices in the system, only those invoices are displayed.

   The issue arises when customers have only 30 or 60 days of invoices, causing a drop-off in the cash projection after 60 days.

   Proposed Solution:

   1. Combine existing invoices in Xero with predictions for future invoices.
   2. Automatically remove these predictions when an actual invoice is entered into the system.
   41 votes

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   5 comments  ·  Invoicing  ·  delete…  ·  Admin →
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   Gaining Support  ·  AdminLogan Hughes (Admin, Xero) responded

   Hi Community!👋 Thanks for your suggestion to improve the short-term cash flow projection. We're grateful for your engagement.

   We've reviewed the idea, and it can now gain support from other community members.

   Along with votes, others can now comment to share additional detail about how this clearer view of cash flow could improve their experience with Xero.

3. New Invoicing - Option to switch Autosave off

   I don't want autosave on for invoicing - I use third party software to copy invoice details to a Trello Card, this is triggered when the invoice is saved.
   Auto saving will send the invoice info through to Trello before the invoice is complete, meaning not all the info will be sent to Trello.
   Are we able to turn off the auto save function in new invoicing?

   478 votes

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   246 comments  ·  Invoicing  ·  delete…  ·  Admin →
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   Not in pipeline  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi community, as mentioned in my last post we want to keep you looped in on changes around autosave.

   Our product team has continued to focus attention on how we can make invoicing faster and more responsive to improve our customers' experience.

   We've now optimised autosave to require less processing power, leading to faster invoice loading and saving.

   While we don't have any plans to remove autosave, there is the possibility that we would make updates to improve experiences related to autosave in the future - I've provided links below to ideas that have been raised and remain open for consideration;

   • Invoicing - Undo/revert to previous version of an invoice
   • Exclude Auto Save from History and Notes
   • Invoices - Add invoice number when invoice is Approved

   Thanks again for all your feedback and sharing with us in the forums here.

   Updated 10 Sept 25

4. Quotes List -

   Quotes List - Show Job description in the list of quotes. I have multiple quotes per customer, and it is hard to search for a specific job.

   2 votes

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   2 comments  ·  Quoting  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi Brendan, just to check when you say 'job' are you using Xero Projects or Tracking to record this atm? Will help when sharing back with the team.

5. Add a voice-to-text AI assistant for writing descriptions in Xero

   Please add a simple AI microphone / rewrite button directly inside Xero description fields, such as quotes, invoices, bills, purchase orders and other areas where users need to write item descriptions.

   I understand Xero has started introducing AI features such as JAX, but this idea is slightly different. I am asking for a simple feature inside the actual description box where a user can speak naturally, or type rough notes, and Xero turns it into clear, professional wording.

   For example, a tradesperson could say:

   “Supply and fit grey contract carpet to two rooms, uplift old carpet, dispose of waste, price excludes floor prep.”

   Xero could then turn this into:

   “Supply and installation of grey contract carpet to two rooms, including uplift and disposal of existing carpet. Price excludes any floor preparation unless stated otherwise.”

   This would be very helpful for small business owners, tradespeople and users who struggle with typing, spelling, reading, writing, or using a keyboard. Many people can explain what they want to say out loud, but find it hard to write it professionally.

   The feature could include:

   a microphone button inside description fields
   an “AI rewrite professionally” button
   options to shorten, expand or simplify the wording
   saved regular wording for future use
   the ability to turn rough spoken notes into clear quote and invoice descriptions

   At the moment, I use ChatGPT to help me write descriptions, then I copy and paste them into Xero. It would save a lot of time and make Xero much easier to use if this was built directly into the software.

   I believe this would be a valuable accessibility feature and would help many Xero users create professional quotes, invoices and descriptions with more confidence.

   Please add a simple AI microphone / rewrite button directly inside Xero description fields, such as quotes, invoices, bills, purchase orders and other areas where users need to write item descriptions.

   I understand Xero has started introducing AI features such as JAX, but this idea is slightly different. I am asking for a simple feature inside the actual description box where a user can speak naturally, or type rough notes, and Xero turns it into clear, professional wording.

   For example, a tradesperson could say:

   “Supply and fit grey contract carpet to two rooms, uplift old carpet, dispose of waste, price… more

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   1 comment  ·  Quoting  ·  delete…  ·  Admin →
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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

6. Invoice | Deposits - Set up email template

   When utilising the option to request a DEPOSIT on an invoice there is a standard default email accompaniment. The text within this default email does not fit our business' needs and we have to manually adjust the content every time I send a deposit request when using it. I would like to suggest that we are able to create our own default deposit request accompanying email and select it from the drop down at time of use OR be permitted to edit the default somewhere permanently. The current method is time consuming and creates more work for me (the user). Can we please have the option to add our own default email for the purpose of accompanying deposit requests or a permanent fix on the current default.

   When utilising the option to request a DEPOSIT on an invoice there is a standard default email accompaniment. The text within this default email does not fit our business' needs and we have to manually adjust the content every time I send a deposit request when using it. I would like to suggest that we are able to create our own default deposit request accompanying email and select it from the drop down at time of use OR be permitted to edit the default somewhere permanently. The current method is time consuming and creates more work for me (the user).… more

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   1 comment  ·  Invoicing  ·  delete…  ·  Admin →
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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

7. Batch Payments - Remittance | Ability to print before downloading PDF

   We process a large number of weekly payments in Xero,
   and one of the biggest challenges we face is the time it takes to create and print batch payments.

   Currently, after selecting invoices from the Awaiting Payment tab and creating a new batch, we move to the Transaction: Batch Payment screen. At this point, the only option available is to generate a Batch PDF and then print it manually.

   Because we handle anywhere from 25 to 55 batches each week, this “PDF first, then print” workflow is very time-consuming.

   What I’d really like to know is whether there’s a way to print batches directly to the printer without having to generate a PDF first.

   I haven’t been able to find any threads addressing this issue, has anyone come across a solution or workaround?

   We process a large number of weekly payments in Xero,
   and one of the biggest challenges we face is the time it takes to create and print batch payments.

   Currently, after selecting invoices from the Awaiting Payment tab and creating a new batch, we move to the Transaction: Batch Payment screen. At this point, the only option available is to generate a Batch PDF and then print it manually.

   Because we handle anywhere from 25 to 55 batches each week, this “PDF first, then print” workflow is very time-consuming.

   What I’d really like to know is whether there’s a way… more

   6 votes

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   0 comments  ·  Payment services  ·  delete…  ·  Admin →
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   Gaining Support  ·  AdminSonal Pamnani (Admin, Xero) responded

   Hi Leslie, thanks for sharing your idea, and letting us know the changes that matter most for you. At the moment the only way to print the batch is after downloading it. However, we suggest going to the Paid tab and selecting the invoices checkbox and clicking on the Print option, this will combine all the invoices/bills. While this is a workaround, we are opening this idea up to the community to gain more support. If you need further assistance with this, please reach out to our support team for a 1:1 with them.

8. New Invoicing - Consolidated invoice process voiding the original invoices automatically

   Consolidated invoices:
   Have a proper feature that allows us to consolidate customer invoices rather than the "copy to" or "merge" as this does not tack the consolidation.
   So the example us Customer A has 15 invoices you bill on 20th of each month but want to consolidate all 15 into 1 invoice to send them with all line items (not statements). Then the 15 invoices consolidated would be zero'd or closed off with a note saying the old invoice reference and where they were consolidated to into the new single invoice.

   Statements won't work, with the copy or merge you then have to go into the old 15 invoices and delete them.

   This can be a simple feature to implement but very powerful for customers.

   Consolidated invoices:
   Have a proper feature that allows us to consolidate customer invoices rather than the "copy to" or "merge" as this does not tack the consolidation.
   So the example us Customer A has 15 invoices you bill on 20th of each month but want to consolidate all 15 into 1 invoice to send them with all line items (not statements). Then the 15 invoices consolidated would be zero'd or closed off with a note saying the old invoice reference and where they were consolidated to into the new single invoice.

   Statements won't work, with the copy or merge you… more

   10 votes

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   2 comments  ·  Invoicing  ·  delete…  ·  Admin →
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   Gaining Support  ·  AdminDavina Roper (Admin, Xero) responded

   Hi Keith, thanks for sharing this idea. We understand the consolidated invoice feature is an area of interest for our customers. The scenario you've described, combining multiple invoices into one with proper tracking, provides really helpful context. Your idea has now moved to Gaining Support, which means it's open for the community to show their support through votes and comments. Thanks for contributing to making Xero better ✨.

9. Invoicing - Allow Item and Description-only lines, with no Qty or Unit Price

   When choosing item code and description, I want the ability to leave the rest of the fields blank. Classic invoicing had no problems with it. The new invoicing wants to populate QTY, UNIT PRICE and AMOUNT. Makes the invoice look unappealing.

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   562 votes

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   97 comments  ·  Invoicing  ·  delete…  ·  Admin →
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   Accepted  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi community, we appreciate the continued traction this idea's received, and do want to provide clarity and set expectation.

   Your feedback has been valuable in understanding the needs of using description only lines to; add subheadings, provide context for grouped charges, and ensure your invoices are easy for your clients to read and understand.

   To reconfirm, atm - You can add one-off description only lines as you enter an invoice. However, if you add detail to any other field the line will be treated as a 'financial' line and you'll need to include Qty, Unit price, Account and Tax rate.

   • We know some users have set up and saved inventory items for description only lines they commonly use, however as the item code field is used for inventory items the line of the invoice is treated as 'financial' meaning you'll then need to include Qty, Unit price, Account and Tax rate.

   Work required to enable inventory only description lines is deeper than the surface of invoicing itself. The teams required to develop this are very much across the idea here, and would like to dive deeper into this but it's not in our pipeline just at this point. We'll be sure to keep you updated if this work is picked up. Thanks for your engagement.

   Hi community, we appreciate the continued traction this idea's received, and do want to provide clarity and set expectation.

   Your feedback has been valuable in understanding the needs of using description only lines to; add subheadings, provide context for grouped charges, and ensure your invoices are easy for your clients to read and understand.

   To reconfirm, atm - You can add one-off description only lines as you enter an invoice. However, if you add detail to any other field the line will be treated as a 'financial' line and you'll need to include Qty, Unit price, Account and Tax rate.

   • We know some users have set up and saved inventory items for description only lines they commonly use, however as the item code field is used for inventory items the line of the invoice is treated as 'financial' meaning you'll then need to include Qty, Unit price, Account and Tax… more

10. Statements - ability to set default to Activity or Outstanding

    Please have option to set statement type to ACTIVITY , and not OUSTANDING ( when mailing a statement to a client ) It was like that a month ago

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    Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

    Hi Leoni, thanks so much for sharing this idea with us. We appreciate you taking the time to walk us through what you’re looking to achieve and adding those screenshots.

    We’ve moved your idea into Gaining Support, which means it’s now open for the wider community to vote and share their experiences. This helps us get a sense of how many people would benefit from this improvement.

    We’ll keep an eye on the feedback as it comes in, and if the idea gathers momentum, we'll provide you with further update.

    Thanks again for being part of the conversation.

11. We would appreciate the option to add a FAF (Fuel Adjustment Factor) in the form of a percentage of the total invoice

    We would love the option to add a variable FAF(Fuel Adjustment Factor) in the form of an added percentage of the total invoice, to the invoices we send to pur customers. Currently we have to work this out and enter it into each invoice manually which is very time consuming. If you could add a component to your invoicing that included an optional FAF which could work out the percentage for you that would be amazing. Considering nearly every transport and logistics company we know has now added a FAF to their charging due to the recent volitility in fuel prices, as a smaller company we would find this very helpful.

    We would love the option to add a variable FAF(Fuel Adjustment Factor) in the form of an added percentage of the total invoice, to the invoices we send to pur customers. Currently we have to work this out and enter it into each invoice manually which is very time consuming. If you could add a component to your invoicing that included an optional FAF which could work out the percentage for you that would be amazing. Considering nearly every transport and logistics company we know has now added a FAF to their charging due to the recent volitility in fuel… more

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    0 comments  ·  Invoicing  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

12. Suggestion: Additional Date Field for Bills (Invoice date vs Posting date)

    Suggestion: Additional Date Field for Bills (Invoice date vs Posting date)

    I recently started using Xero and I have been really enjoying the simplicity and usability of the platform so far.

    I wanted to share a suggestion regarding the "Date" field when entering bills. Currently, there appears to be only one date field, which can be interpreted either as the invoice date or the posting (accounting) date depending on internal company practice.
    From an accounting and reporting perspective, it would be very helpful to have two separate fields (Invoice and posting Date). Benefits are:
    1. Enable more accurate AP accruals by identifying invoices received/posted in a different period than the invoice date.
    2. Improve visibility over processing delays (cycle time between invoice and posting)
    3. Enhance reporting and audit clarity, especially for month-end close.

    At the moment, I may be missing an existing workaround or feature that addresses this, so I would really appreciate any guidance if this is already possible within Xero.

    Thank you

    Suggestion: Additional Date Field for Bills (Invoice date vs Posting date)

    I recently started using Xero and I have been really enjoying the simplicity and usability of the platform so far.

    I wanted to share a suggestion regarding the "Date" field when entering bills. Currently, there appears to be only one date field, which can be interpreted either as the invoice date or the posting (accounting) date depending on internal company practice.
    From an accounting and reporting perspective, it would be very helpful to have two separate fields (Invoice and posting Date). Benefits are:
    1. Enable more accurate AP accruals… more

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    0 comments  ·  Invoicing  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

13. Statements - Email template placeholder for Overdue Balance

    Can we please have a 'placeholder' field for 'Overdue Balance' so that an email template may be created notifying the customer that their balance is '£x' of which '£y' is overdue?

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    3 comments  ·  Invoicing  ·  delete…  ·  Admin →
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    Gaining Support  ·  AdminPaul Hodges (Admin, Xero) responded

    Hi, thanks for sharing this idea, and letting us know the changes that matter most for you.

    Now it's up to the community to get behind and support it with their votes and comments.

    In the meantime as you've likely noticed, there are placeholders for Statement Balance, Balance With Currency and Symbol, and Balance With Symbol that you might use in the email template.

14. All us to turn off autosave

    Please allow us to turn off autosave. I know this has been "improved" but it is still taking up way too much time to raise an invoice. Autosave can be dangerous too because inadvertent changes get saved and we have no way of stopping that! The new invoicing, in general is less stable than the classic and autosave exacerbates the issues!

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    1 comment  ·  Invoicing  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

15. Allowing users with restricted access to edit any invoice, even after it has been submitted, emailed and paid, is a huge risk to security. I

    Allowing users with restricted access to edit any invoice, even after it has been submitted, emailed and paid, is a huge risk to security. It would be much safer to create a new invoice and credit the old one, at least this leaves a legitimate trail of evidence. I find it hard to believe that any other companies find this secure enough... Can you please escalate this matter and attempt to have this loophole repaired? I really think that I am not the only client who is concerned about this issue.

    This is a very big issue for the security for any company where someone with limited access can amend and change old invoices.
    What is the purpose then to give someone limited access, if they could just change an invoice without permission after the fact?

    Please escalate this concern

    Allowing users with restricted access to edit any invoice, even after it has been submitted, emailed and paid, is a huge risk to security. It would be much safer to create a new invoice and credit the old one, at least this leaves a legitimate trail of evidence. I find it hard to believe that any other companies find this secure enough... Can you please escalate this matter and attempt to have this loophole repaired? I really think that I am not the only client who is concerned about this issue.

    This is a very big issue for the security… more

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    0 comments  ·  Invoicing  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

16. Cash flow forecast using Quotes vs Purchase Orders

    Since Cash flow forecasting is relying on Invoices and Bills input, this is not so helpful in real life scenario especially for Project based businesses. Invoices and Bills are always late. Since they're late, they don't appear in your cash flow forecast. What I'm trying to do is to input all expected Sales and Bills in a project via Quotes for expected Sales and Purchase Orders for expected Bills. This way my forecasting will account for Sales and Bills that are expected but didn't happen yet. Can you please create that Quote and PO forecasting please?

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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

17. Sales Invoice - Allow sales tax codes against expense account selection

    We have a customer that is billed for direct expenses incurred for travel to their site.

    We code the sale to offset the expense, but the tax code doesn't use the default as set against the customer (zero rated income), instead, because we have selected an expense account, it uses the expense account tax rate (zero rated expense, or 20% VAT on expense).

    Left as it is, it is in the wrong box on the VAT return (our external accountants have picked this up recently).

    The only way to correct this at the moment is by using 'find and recode' - but this is not ideal, as when you have several invoices in process, plus they have to wait for approval internally, by the time they are approved it is easy to forget to have to go and 'find and recode'.

    Please can this be reviewed so that the default in the customer account is always used, regardless as to whether you select an expense account etc.

    We have a customer that is billed for direct expenses incurred for travel to their site.

    We code the sale to offset the expense, but the tax code doesn't use the default as set against the customer (zero rated income), instead, because we have selected an expense account, it uses the expense account tax rate (zero rated expense, or 20% VAT on expense).

    Left as it is, it is in the wrong box on the VAT return (our external accountants have picked this up recently).

    The only way to correct this at the moment is by using 'find and recode'… more

    3 votes

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    0 comments  ·  Invoicing  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

18. Multiple Monthly Invoices from Xero to me for each of my 30 entities

    I receive Multiple, around 30, monthly invoices from Xero to me for each of my 30 entities.

    They all come to my same email address.

    They are all for my separate different entities.

    I then have to open each email, click on each separate link, and download each separate pdf file of each separate invoice from Xero to each of my entities.

    The common thread in these emails is that they all come to my same email address, at a staggered time over minutes / hours on the same day reach month.

    If they could be sent to me in a single email, with a single link, and the opportunity to download the invoice pdf as a single file or separate individual files, like can be done with Docusign documents, that would be amazing.

    Thank you for attending to this matter.

    I receive Multiple, around 30, monthly invoices from Xero to me for each of my 30 entities.

    They all come to my same email address.

    They are all for my separate different entities.

    I then have to open each email, click on each separate link, and download each separate pdf file of each separate invoice from Xero to each of my entities.

    The common thread in these emails is that they all come to my same email address, at a staggered time over minutes / hours on the same day reach month.

    If they could be sent to me in… more

    2 votes

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    1 comment  ·  Invoicing  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

19. Invoice | Auto pay - control emails sent to customers

    All my clients are on recurring invoices. Every month they get an "Invoice Due" email & then 5 hours later they get a Payment Receipt email. Why is Xero REMINDING my clients that they are paying me money? I have over 30+ expenses on autopay on my credit card. Not one company goes out of their way to reminder me that I am paying them money. But Xero not only tells my clients that they've paid me "another" $1,000 this month, but they tell my client TWICE. A lot of things are unsavory about life, but this feature, which we're not able to turn off, is probably in my top 3 most unfathomable oddities about reality. Once a Client sets auto-pay it should be a SET & FORGET. Not a SET & REMIND ME TWO TIMES A MONTH. Feature request: Ability to turn off invoice reminders that are set to auto-pay & the subsequent ability to turn off payment receipts. For the love of god.

    All my clients are on recurring invoices. Every month they get an "Invoice Due" email & then 5 hours later they get a Payment Receipt email. Why is Xero REMINDING my clients that they are paying me money? I have over 30+ expenses on autopay on my credit card. Not one company goes out of their way to reminder me that I am paying them money. But Xero not only tells my clients that they've paid me "another" $1,000 this month, but they tell my client TWICE. A lot of things are unsavory about life, but this feature, which we're… more

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    2 votes

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    1 comment  ·  Invoicing  ·  delete…  ·  Admin →
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    Gaining Support  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi Sal, appreciate you raising a case with our support team about my response and understand where I have misinterpreted your idea (apologies for this).

    I'll re-open and have slightly adjusted the title of your idea so we can begin to get a sense of the interest in having more control of the emails that are sent for auto pay invoices and payments.

    Being open, right now this isn't something we're looking to support with this being a regulatory obligation in some regions. However we can continue to track interest here and share if there are any changes planned around this flow.

20. Invoicing - Allow Salesperson name , contact terms etc

    Advance Template. Allow custom fields for advance templates (For all forms). like custom field 1, custom field 2 and custom field 3. So that we can add fields like salesperson name, contacts, terms, etc.

    5 votes

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    1 comment  ·  Invoicing  ·  delete…  ·  Admin →
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    Gaining Support  ·  AdminSonal Pamnani (Admin, Xero) responded

    Hi Choonke thanks for raising this here. We understand the need for having Sales person's fields both on the invoice itself as well as the custom template. We have opened this idea up for the community so they can add their votes and comments on this idea. In the meantime, we'll monitor this space for more traction.