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Notifications - Email/notification when items are Awaiting Approval in Xero

Ability to notify an approver within the Xero org when items are in the Awaiting Approval status.

Purpose: Approver can approve or decline the transactions faster.

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AdminXero Team (Admin, Xero) shared this idea  ·   ·  Report…  ·  Admin →
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In development  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi community, we appreciate the challenges manually chasing approvals can cause in the flow of processing your transactions.

We’re pleased to share that we’re now actively working on a customisable bill approvals workflow to tackle this front on. As part of the flow an approver will receive an email when their approval step becomes active, and within Xero you’ll be able to see what needs attention.

This means the person responsible can go straight to the bill, review it and approve or reject it without searching through the wider bills list. 🙂

We recognise this work is limited to bills at present and there are users that'd also like to see these similar notifications on other document types. This is something we’ll continue to consider how we might leverage these notification patterns for other areas of Xero but don’t have commitments for as yet.

You can read more about the direction of this on The Long and Short of It and I’ll round back to share more as this feature is released.

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  • Scott Reid commented  ·   ·  Report

    This would be extremely helpful, along with an email to the submitter advising whether approved or declined. This most definitely would help with streamlining the process and eliminating delays and wasted time.

  • Teresa Mack commented  ·   ·  Report

    This would be extremely helpful to make the process more efficient. A lot of time is wasted having to submit invoices to approvers for approval through email or other sources. Would have thought this was a given with the approval function in Xero.

  • Robyn Allen commented  ·   ·  Report

    The ability for the originator of the purchase order to be advised of approval so they can complete the purchase process

  • Tisha Barnes commented  ·   ·  Report

    This would be very useful to avoid unnecessary internal, time consuming messages.

  • Mike Bauermeister commented  ·   ·  Report

    This would be a much appreciated addition that would help avoid unnecessary internal emails/calls/messages asking for approval.

  • Zak Labanca commented  ·   ·  Report

    Simple change which would make the whole approval process much more streamlined and usable.

  • Marc Gold commented  ·   ·  Report

    We have just started using the approval process. I cannot believe that have a workflow to assign PM / Management to the approval process isn't already implemented. This is a feature that is present in so many other systems.

    So Yes Please please add this.

  • Vivien Lee commented  ·   ·  Report

    Currently, we'll need to send an email outside of Xero to request a manager to login to Xero to approve sales invoices awaiting for approval. It would be great if the functionality allows draft sales invoices to be submitted for approval will automatically generate an emailwithin Xero to the manager for approval. Thank you.

  • Joshua Murray commented  ·   ·  Report

    Looking at ways to help our clients move towards a paperless future. One of the regular questions asked is regarding approval processes of invoices. This is a big feature that is assessing their system requirements.

    Main features that our clients would like to see:

    1. The ability to assign certain users to be the only ones that can approve individual invoices. Assignable either by contact or in the bill setup.

    2. The ability to be notified when there is something awaiting approval.

    3. The ability to invite user roles that only have access to view bills in their approval list.

  • Sydney Pearson commented  ·   ·  Report

    This feature would be extremely helpful as an approval process.

  • Alistair Hooper commented  ·   ·  Report

    Just adding a more general to Xero senior management. I really like Xero but you must speed up the pace of development role outs. This simple notification is a simple but classic example. I am of an age (that means "old") and I have seen several systems get overtaken by the speed of change. You, Xero, were part of that at one time. But if you don't speed up you will be on the other end of it before you know it.

  • Tanya Reed commented  ·   ·  Report

    It is really important for us that our Executive Director can be notified when there are PO's and Quotes to be approved. Even notifications between bookkeeper and finance manager.
    Thank you!

  • Sean Choi commented  ·   ·  Report

    Xero never fails to amaze me with the lack of very specific, yet basic functionality that is not implemented. Then there's a second wave of amazement when I see these requests have been open for 10+ years. I will now save this comment as this is a frequent comment made on these feature requests.

  • Michael Buie commented  ·   ·  Report

    Please add this asap - we really need it! It would save so much time!

  • sibhat kesete commented  ·   ·  Report

    I am switching Xero thinking this feature exists; it is very important

  • Alistair Hooper commented  ·   ·  Report

    I can't see why this wouldn't be a basic requirement for anything other than a very small business so please get on with developing it! For any business where operational responsibilities lie outside Finance and costs need to be approved it really is needed

  • Naiomi Grant commented  ·   ·  Report

    I am not sure why this doesn't already exist - currently I have to email every time I create a bill/invoice that needs approving, there should be a way for an automated message/email to the approver when something is waiting for them.

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