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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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  • Zak Labanca commented  ·   ·  Report

    @melissa

    Quickbooks?

    Although I generally hate the software (probably because I don't use it enough rather than it not being that good) it does have a proper approval process. Assign an approver and when an invoice is ready they get a notification automatically.

  • Chris Connolly commented  ·   ·  Report

    This seems like table stakes TBH. Hard to believe it doesn't already exist.

  • Melissa Saunders commented  ·   ·  Report

    Has anyone come up with an alternate solution while we wait for them to add this?

  • Jo-Ann Worrell commented  ·   ·  Report

    This would make the approval process much simpler. We are in the early stages of moving over to xero after looking at Sage intaact and Xledger and compared to those Xero approvals seems very basic.

  • Elda Pirozzi commented  ·   ·  Report

    Can you please add this feature to Xero? This would be very beneficial for us and it would make the whole AP process less admin based.

  • Melissa Gladman commented  ·   ·  Report

    this is a critical feature for our business to have an approval process/notification for when purchase orders are awaiting approval.

  • Nicky McGregor commented  ·   ·  Report

    I would like this feature across Xero and Xero Payroll, including when Timesheets are submitted for approval by an employee.

  • Philippa Smithson commented  ·   ·  Report

    This would be such a great tool to improve efficiency in the invoice approval process! Please include this in Xero's future product updates.

  • Sam Donaldson commented  ·   ·  Report

    This would be such an important feature for us. We are looking to go paperless but finding it difficult to without this kind of authorisation feature.

  • Robert Darrow commented  ·   ·  Report

    what a no brainer and a simple workflow.
    Why is this taking so so long. You are charging a lot of fees now so there cannot be any excuse about not having enough funding for back end improvements.

    The market has caught up and will soon overtake Xero due to speed of improvement. This is such a simple workflow we are having to resort to trying to API it ourselves from Xero into Zoho books (which does do this)

  • Graham Lever commented  ·   ·  Report

    This would be very usefuul to our company. It is noted that nothing seems to have happened on this Idea since 28/03/2022

  • Ayzsa Gibbs commented  ·   ·  Report

    You need to be alerted otherwise you are relying on humans to check and that doesnt always happen

  • Susan Dean commented  ·   ·  Report

    My team agree; we need an option to recieve an alert message each time a sales invoice has been submitted for approval by a staff member

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