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Invoicing - Customize PDF file name to include contact name

Update invoice file names to include both the invoice number and recipient name? For example: “SI-1055 John Smith” instead of just “SI-1055” — so it’s easier to identify when printing or saving documents.

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Sara Clarkson shared this idea  ·   ·  Report…  ·  Admin →
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Gaining Support  ·  AdminBelinda Welsh (Admin, Xero) responded  · 

Thanks for reaching out and letting us know how we can improve! We’ve given your idea the green light, and now it’s time for the community to weigh in.

Be sure to share your suggestion with colleagues who would find this useful so they can upvote it, too. The discussion is officially open, allowing other users to comment on how this idea would help them get more out of Xero.

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  • Andrew Parkinson commented  ·   ·  Report

    I've already added our Business name at the beginning (Under Invoice Settings Default).

    Yes I'd like the OPTION to add customer name but not sure I'd use it

    I'd very much like the ability to have date of the invoice included as well with option to customise format (my preference yyyy-mm-dd)

  • Chantelle FRANCIS commented  ·   ·  Report

    XERO should enter the customer front office era!!!
    We need:
    1) drag and drop invoice templates to replace the pre-historic existing templates and doing away with the "Billy Boy" word document interface for making invoice templates = the pre-history!
    2) add the ability to tune the PDF naming to include custom selected key element
    3) add the ability to use custome selected email naming for emailing invoices!!!!
    The most important part being invoice template tuning ... please PLEASE enter the 121st century!!!

  • Aslam Khan commented  ·   ·  Report

    That would be a very useful feature. Adding the recipient’s name along with the invoice number in the PDF file name (for example, “SI-1055 John Smith”) would make it much easier to identify and organize invoices when printing or saving files. Small improvements like this really help streamline document management something even platforms like carte KfcMenuFr ( https://kfcmenu.fr/ ) highlight when discussing better user experience and organization.

  • Barbara Gailey commented  ·   ·  Report

    It would be good to have the option of having the sender name in the invoice file name. This would make it easier for recipients to identify and retrieve invoices from their filing systems.

  • Paul Price commented  ·   ·  Report

    Ability to choose your own naming convention is important

  • Nick Sibbett commented  ·   ·  Report

    Please let me include my company name + invoice number + date in the file name for PDFs. this would help customers when I invoice them. As a consultant who's required to submit invoices as PDFs it's time consuming and frustrating having to download and rename files before I can issue them.

  • Vanessa Charles commented  ·   ·  Report

    I agree, please include supplier name + invoice number + date in the file name for PDFs. As a contractor who's required to submit invoices as PDFs it's time consuming and frustrating having to download and rename files before I can issue them.

  • Stuart Duncan commented  ·   ·  Report

    I agree, please put the Inv supplier name, date and amount.

  • Jeremy Sole commented  ·   ·  Report

    Invoice File Naming convention - please consider putting an identifier in the naming format for PDF invoice files so I can see who they are from. Every Xero invoice from every one of our multiple suppliers simply has the invoice number - but no indication of who issued it. So, I have to open each one and the rename it. I'm sure the existing format works for Xero to Xero - but it is frustrating when we have other processes in between - or need to review it later.

  • Victoria Baldwin commented  ·   ·  Report

    I would love the ability to have the project's name and my business's name in the title of my invoices when I download them. I know I can manually do this, but it would make it much easier for customers paying my invoices and filing them to have my name and project number in the title.

  • Te Aroha Hohaia commented  ·   ·  Report

    Please set the default name of an invoice issued to the following:

    - YYYY-MM-DD Issuer_ID-Receiver_ID Job_Number Invoice Invoice_Number.

    Why? Because as a treasurer of more than one organisation, I get invoices with Invoice 9999. I have to download, open, review and rename the invoice. It will also mean that the invoice forwarded to Xero will have a file attached to the Bill that is more meaningful.

    Setting the default naming of issued invoices (and even quotes, purchase orders) will mean providing another field in
    - the organisational setting to record initials for the Issuer_ID and
    - the contact details to record the initials in the Receiver_ID.

    And of course, the project manager will need to make sure they have the Job_No listed in their Items list.

    So please... let's be kind to our future selves and make the filing easier and meaningful.

  • Megan Owen commented  ·   ·  Report

    Make it easier for my clients when they have a number of invoices to see what ones come from what entity

  • Megan Owen commented  ·   ·  Report

    New Invoicing - have the document name of invoice include who it is from.

    PDF will show INV-02335_Orange_Cross.pdf
    INV-[inv number]_[organization ref max 10char].pdf

    Great for me as an exporter of invoices but more importantly as an importer