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Payroll & expenses: Expense claims

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Expenses: Set default due date

Can we please have the ability to set a due date for an expense? Currently it is set as the day it is approved, but we pay all our expenses for the whole month, on the 15th of the following month. It would be good to be able to set this as default for any expenses raised.
Thanks,
Sarah

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Sarah Eagar shared this idea  ·   ·  Report…  ·  Admin →
Completed  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi everyone, thanks for your feedback on our recent update.

As a quick recap, we’ve introduced a new payment due date field on the expense approval screen. Approvers can now choose a payment due date when approving an expense, and that date will carry through to the bill that’s created.

While this improves accuracy and visibility in Bills to Pay, we recognise there’s a second part to this idea that remains important for some customers: the ability to set a default value for this new field.

This is something we’ll continue to consider - To help the team better understand the level of interest and the specific needs behind this request, we’d really appreciate any additional detail you can share about why setting a default would be valuable for you.

There’s now a separate idea for this here: Expenses - Ability to set default for payment due date. If this is something you’d like to see, please add your vote there so we can keep you updated directly.

Thanks again for taking the time to share your feedback.

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  • Tony Strachan commented  ·   ·  Report

    It is very important for scheduling the payment of expenses claims and by having the default date as the day of approval masks the true list of overdue invoices.

  • Isac James commented  ·   ·  Report

    Thinking of moving to a third party expense solution for this

  • Michael Sturmey commented  ·   ·  Report

    Either set a defauly against provider (i.e. end of month/4 weeks from creation) or at least allow the user to set/edit on the payment itself.

  • Michael Sturmey commented  ·   ·  Report

    This is an inconvenience and causes unnecessary confusion over what is actually due. I would expect this is a fairly simple fix. Could you please prioritise? Thanks

  • Max Resnikoff commented  ·   ·  Report

    +1
    Definitely need a way to get rid of the sea of red (overdue) expenses!

    In addition, I think there should be the option to let employees know when it will be paid.
    I appreciate that it can be done by creating a payment for the expenses, which will in turn notify the employee that the payment is planned. But there needs to be a bit more detail and feedback for the employee.

    If you opt to not create a payment for the expenses (which we don't as more expenses might crop up), the employee gets a notification stating that their expenses are on their way ONLY once the expense is reconciled. By that point, the money is already in the employees bank account.

    If you were to set a due date (or planned date) for the expense(s), it should tell the employee the date it is planned to be paid. It should also update the due date.

  • Joe Spinnato commented  ·   ·  Report

    Agree, coming from a previous (old thread), I cannot believe we do not have this yet.

  • Jenny Hoang commented  ·   ·  Report

    I agree that we should be able to set the due date when people submit the reimbursement or payment through Xero expenses. We process the payment in 14 days but there are always overdue bills because the due date is set randomly, some is 1 days after the expense date, some is 7 days that I dont know why.

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