Projects & tracking

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1. Draft invoices should not appear as “Invoiced” in Xero Projects until approved there should be a 'draft or WIP' for draft invoices

   Feature suggestion: Draft invoices should not appear as “Invoiced” in Xero Projects until approved

   In Xero Projects, invoice line items assigned to a project currently appear as “Invoiced” even when the invoice is still in draft status.

   This creates a major reporting issue for construction businesses and any business that uses staged billing, contract milestones, progress claims, or forward-planned invoicing.

   For staged construction contracts, we often need to prepare draft invoices in advance for agreed contract stages, such as deposit, slab, frame, lock-up, fixing, practical completion, or variations. Drafting these invoices ahead of time is part of good project administration.

   However, a draft invoice is not an invoiced amount.

   It has not been approved, issued, sent to the client, or become payable. It is only a prepared document.

   When Xero Projects counts draft invoices as “Invoiced”, the project report becomes misleading. It makes it look like the project has already been invoiced when it has not. This can distort project tracking, confuse staff, and make the project financial position inaccurate.

   This is especially problematic where the project budget, costs, invoiced amount, and profitability are being monitored throughout the job.

   A better solution would be for Xero Projects to separate invoice statuses inside project reporting, for example:

   • Draft invoices
   • Approved invoices
   • Sent invoices
   • Paid invoices

   The “Invoiced” total in Xero Projects should only include approved and/or sent invoices, not draft invoices.

   Alternatively, Xero could allow users to choose whether draft invoices are included in project invoiced totals.

   This would make Xero Projects much more accurate and useful for businesses that rely on staged billing, contract milestones, progress claims, and advance invoice preparation.

   Business impact:

   For construction businesses, this affects live job reporting, staged contract administration, internal decision-making, and financial visibility. Draft invoices being treated as invoiced income can make a project appear further progressed financially than it actually is.

   Please update Xero Projects so draft invoices are clearly separated from actual invoiced amounts.

   I strongly support this.

   Draft invoices should not be counted as “Invoiced” in Xero Projects.

   For construction businesses, invoices are often prepared in advance for contract stages, progress claims, and milestone payments. That does not mean the client has been invoiced yet.

   A draft invoice has not been approved, issued, sent, or become payable. It is only a prepared document.

   When draft invoices are included in the project “Invoiced” total, the project reporting becomes misleading and makes the financial position of the job look inaccurate.

   Xero Projects should separate draft, approved, sent, and paid invoices, or allow users to choose whether draft invoices are included in project totals.

   Feature suggestion: Draft invoices should not appear as “Invoiced” in Xero Projects until approved

   In Xero Projects, invoice line items assigned to a project currently appear as “Invoiced” even when the invoice is still in draft status.

   This creates a major reporting issue for construction businesses and any business that uses staged billing, contract milestones, progress claims, or forward-planned invoicing.

   For staged construction contracts, we often need to prepare draft invoices in advance for agreed contract stages, such as deposit, slab, frame, lock-up, fixing, practical completion, or variations. Drafting these invoices ahead of time is part of good project administration.

   … more

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   3 comments  ·  Projects  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

2. Projects - Invoices created in projects under User name not System Generated

   Invoices created by the Projects API show in Xero accounting as "System Generated" therefore the user that created the invoice in projects cannot see the invoice or quote if they have Invoice Only + Draft.

   Xero is missing just a key user level - where account managers can see and manage sales invoices, but can't delete or edit. Projects seems a good way around this limitation, but the inability to see invoices kills that.

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   0 comments  ·  Projects  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

3. I understand you'd like to view your in progress projects sorted by project name rather than by contact, especially since you have multiple

   I understand you'd like to view your in progress projects sorted by project name rather than by contact, especially since you have multiple projects for the same client.

   Unfortunately, there isn't a setting in Xero Projects that allows you to change how the project list is sorted or displayed. The project list view doesn't currently have customisable columns or sort options like some other areas of Xero (such as purchase orders).

   At the moment, Xero Projects organises projects by status (Draft, In progress, and Closed), but you can't change the primary display field from contact to project name or customise the sort order within those status tabs.

   I recognise this would be helpful for your workflow when managing multiple projects for the same client. You might want to submit this as a feature suggestion through the Xero Product Ideas forum, where our product team reviews customer feedback for future updates.

   I understand you'd like to view your in progress projects sorted by project name rather than by contact, especially since you have multiple projects for the same client.

   Unfortunately, there isn't a setting in Xero Projects that allows you to change how the project list is sorted or displayed. The project list view doesn't currently have customisable columns or sort options like some other areas of Xero (such as purchase orders).

   At the moment, Xero Projects organises projects by status (Draft, In progress, and Closed), but you can't change the primary display field from contact to project name or customise… more

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   0 comments  ·  Projects  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂