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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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  • Dev Bhageerutty commented  ·   ·  Report

    Very often we missed the bills and invoices. It requires to be in Xero for me to be able to process pending bills. I’m always on the go (travel), notifications would be awesome and will speed up our process and at the end our client will be happy

    Looking forward for some thing great to happen with Xero
    We love Xero. Come on team !

  • John Goodrham commented  ·   ·  Report

    The lack of this feature alone is enough to consider an alternative software package.

    The idea that managers need to hunt down invoices requiring their approval by logging in multiple times per day / week, particularly around month end, to see if anything is there for them is quite frankly ridiculous and a waste of managers time.

  • Cath Lamb commented  ·   ·  Report

    Also find a way to turn off expense notifications for the rest of us who have absolutely nothing to do with expense claims but get a notification every times one is uploaded

  • Fiona Forshaw commented  ·   ·  Report

    Would save so much time and errors if implemented, yes please

  • Amanda Ringer commented  ·   ·  Report

    Really help to make sure approver can quickly approve an invoice rather than waiting for them to log on and check through all invoices

  • Dalpne Chin commented  ·   ·  Report

    Enable to add a workflow such as preparer role and approval role for Quotation, Invoices, Bill to Pay in Xero.

    Purpose: Enable approver to approve or decline with adding remark for preparer act on the next steps. This can facilitate the whole process more efficiently. To notify preparer once the quotation/invoices/bill to pay being approved. So that preparer can proceed to the next step faster instead of need to keep checking on the status.

  • Joshua Perry commented  ·   ·  Report

    We have created a workaround using Zapier to trigger an email. It would be tonnes better if we could do it in-product.

  • Zak Labanca commented  ·   ·  Report

    Probably best to accept that Xero are more interested in increasing fees and making their product "beautiful" rather than useful.

    Dext has introduced an approval workflow feature that includes the (obvious) step of notifying the approver that something needs checked. I'd highly recommend you use that.

    If you are using Hubdock, or (god forbid!) the Xero in system billing features, I can't recommend a move to Dext enough. It's head and shoulders above both Hubdoc and Xero.

  • Kelly Mansell commented  ·   ·  Report

    Two years since this question was asked.... how has this not been implemented?

  • Sharyn Robertson commented  ·   ·  Report

    In this day & age, it's crazy that you can't let managers know that something is waiting for them to approve. Time for Xero to catch-up!

  • Elle Young commented  ·   ·  Report

    Currently we only use Xero Projects to manage our projects financials. It would be fantastic to notify our project managers that there are bills they need to approve so we don't need to do this outside Xero.

  • Bhavpreet Minhas commented  ·   ·  Report

    This should be basic functionality, not an improvement request.
    Honestly sorry who are these creators of Xero
    These are basic operational requirements for a company (small or big)

  • Amaia Yeregui commented  ·   ·  Report

    I would like to have an approval workflow in which 2 employees in Xero have to approve a bill before we can pay it. One employee raised the bill in xero, it is sent for approval (in Xero), so the second approver will receive an email to approve that bill in xero, once approved will move to status Awaiting payment. Thanks

  • Tim Stainthorpe commented  ·   ·  Report

    This should be basic functionality, not an improvement request.

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