51 results found
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Smart document capture - Defaults when reviewing files
Most of our receipt uploads are treated as spend money, using our main bank account.
Every time I review a receipt I have to select the document / transaction type and the bank account used.
Having a default with the option to change it would be good, or simply remember the last used values.6 votesHi Roger, appreciate you sharing your workflows here.
We understand you’re looking for Smart Document Capture to remember your usual settings, like contacts, accounts, and tax details, when reviewing similar documents in Xero.
Having these defaults available during review could help make recurring document processing quicker and reduce manual updates.
We’ll continue to follow the discussion and capture feedback from the community as this idea progresses.
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Smart Document Capture - Pick up Card number
Smart Document Capture
To pickup the last 4 digits of a credit or debit card on the receipt, and learning which card that is.
That’s going to save a lot of time reviewing which card it was spent on.3 votesHey Kirk, thanks for raising this idea with us, we appreciate the time taken to do so. This idea is now open to votes and comments from the community. You can share this with others so they can share their experiences around how this could improve their processes. We will post any updates for this idea here.
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Smart document capture - Ability to set automatic archive folders
Smart Document Capture is currently a backwards step from Hubdoc. You cant get it to set bills to 'awaiting payment', and the archive is just an unstructured dumping zone. Hubdoc isn't great but at least you could promote docs automatically to 'awaiting payment' (something I need with 1000 docs awaiting payment), and get it to intelligently create folders inside archive with the supplier name in it. Smart Document Capture is a regressive move you are currently 'proud' of. I suggest you don't release software until it has at least got the capabilities that existing tools already have. Disappointed of Ireland.
2 votesSorry to hear your disappointment with Smart document captures current capabilities, Mark. This is a feature we're continuing to develop so your feedback here is highly valuable to our teams.
I've slightly updated the title to just reflect your first idea and have added your vote to this existing one for being able to automatically approve transactions.
You'll be notified if we have updates surrounding either of these features.
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New Documents/Files - ability to set Document Type correctly, including Supplier Statements
The new Files/Documents section has a new functionality for "File Details". This includes Document Type, with a limited menu of types. Most of our invoices etc are attached to the relevant transactions. Our supplier statements don't have a transaction to be attached to so we have always filed them in Files under a separate folder. This allows us to check our records to the supplier records to ensure we have all of their bills on hand. There is no Document Type for Statements. Please enable this as an option and allow the ability for it to be recognised as a…
1 voteHiya Jo, so just to double check what you're asking here - Are you asking to be able to auto classify supplier statements to a specific documents folder and bypass the Smart document capture?
I want to be open that this isn't something we have plans for at present but if we can clarify your idea a little more here we can get a wider sense of the community interest and the team can consider as they continue to improve Documents in Xero. Thanks
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Client Signature - Remove non signature images
Automatically remove jpeg images that are TINY in size. Every morning I have to delete over 40 files which are just images picked up from a clients signature.
2 votesThanks for sharing this idea. 🙂 We appreciate you taking the time to highlight how frustrating it is to regularly remove unrelated JPEG images created from clients’ email signatures.
This idea is now open for community support through votes and comments, helping us understand the level of interest. We’ll keep a pulse on the interest this idea receives and share if there are any updates.
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Documents - Option to retain original files in the file library inbox after attaching to transactions
Have an option to keep a file in the library such as Term & Conditions to add to Quotes or have a default Terms section instead of an empty box.
3 votesHi Shannon, appreciate your sharing here. We can understand why retaining files in the File Library Inbox after they're attached would be useful for some workflows.
I've updated the idea to Gaining Support while we gather more feedback.
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Smart Document capture - Option to skip review step
There is a new feature in files called Review, is there a way to remove it as it is something our company will never use and it gets in the way.
6 votesHi Julie, thanks for sharing this idea. We understand that having more control over how documents move through Files would help make document management workflows smoother.
The suggestion is to add an option to bypass or disable the Smart Document Capture review process, so documents can be stored directly without needing manual review.
We’ve moved this to Gaining Support so we can continue to track interest.
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Documents - Ability to link uploaded Bill with Associated Purchase order
The ability to upload Bills into Documents and for Xero to extract the relevant information is great.
To take this further it would be great if there was the ability to link uploaded Bills to approved Purchase Order already in Xero. Ideally the matching would be carried out by Jax, which could use the Purchase Order to assist in the secection of Nominal Accounts, Sales Tax etc.
However even to have the ability to manually link a Purchase Order to an Uploaded Bill and therefore mark the PO as Billed would be a good start.
1 voteThanks for sharing, Paul. Appreciate hearing your workflow and how being able to associate an uploaded bill that Xero create to an existing purchase order would go a step further to improving efficiencies for your business.
It'd be great to get a wider sense of interest in this from our community.
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XPH - Add a column or notification to view new client file uploads across all organizations
I have many clients so it is time consuming to go to each client organisation and into Files just to check whether there are new uploads. It would be great to have a dashboard in Xero HQ that showed how many items were in a clients Xero Files inbox. Or at least get notified when a client has uploaded to the Files inbox.
4 votesHi everyone, thanks for taking the time to share this.
We understand you’re looking for a central way to see when clients upload new documents, such as a notification or status indicator within the partner dashboard.
Having a clearer view of new uploads could make it easier for practices to manage client tasks and follow up on outstanding items.
We’ll continue to track feedback and interest from the community for this idea.
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Documents - Support xlsm (Excel Macro-enabled Workbook)
I have to attach and include my back up when sending invoices.
Some of the back up is in .xlsm format (Excel Macro-enabled Workbook).Currently Xero won't allow attaching these: "File type isn't supported. Update it, then try again."
So I have to open and resave each document before I can attach, which is an unnecessary extra step in the process. It would be much more efficient to be able to attach the original document.
3 votesThanks so much for taking the time to share this idea 🌟
While we don’t currently support this file type, we can see why you’d like the ability to attach it in its original format.
We’re moving your idea to Gaining Support so we can gauge community interest and better understand how many customers would find this helpful in their invoicing workflow.
If others would benefit from this too, we’d encourage them to add their vote and share a little more about how they use these files, as that context can be really helpful for our team.
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Documents - Option to sort files by 'Associated with'
To activate the option to be able to sort files by ASSOCIATED WITH in addition to SIZE and UPLOADED. The enormous amount of files now sitting in Archive must have all three columns active to give us an option to locate our files ASAP.
11 votesThanks for the additional detail, it helps when reviewing the needs and for others to be able to understand if they'd like to support this too.
Can see how this additional detail would help when reviewing your files in the archive folder.
We'll start to get a sense of the community interest here and I'll share if there are any updates.
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Navigation - Add Documents access directly to the navigation bar
We are in and out of the documents folder all day - it would be good if you could click on it instantly from the blue task bar, rather than have to go into accounting first.
1 voteHi Helen, do want to be upfront here that we don't have plans for adding documents to the Navigation bar, however we will get a sense of wider interest for this from the idea here.
Currently, as you've noted Documents is found within the Accounting menu drop down, alternatively you can use the keyboard shortcut '/' and then 'f' to open the search and then click to navigate to the Documents inbox.
One other thing we're working on at present is a Documents widget for the Homepage. You can follow the idea here if you're interested in staying update on this. 🙂
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Documents - Pagination buttons at top of page
As the Archive in Files expands, we need the option to scroll through pages easily by using the scroll button. This should be located at the top of the page.
2 votesHi Lynn, thanks for putting this forward. We can see how having page navigation controls available at the top of Files screen could make it easier to move through large folders and archived documents, especially for businesses that have built up a large volume of files over time.
I've updated the status of this idea to Gaining Support so we can continue gathering feedback and better understand how this could improve document management workflows.
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Documents - Automatically compress or reduce file sizes of captured image uploads
Noticed the new files are saved as large sized images e.g. 4mb. The previous files reduced the file size to around 100 to 200kb. Handy to have the reduced file size as if downloaded can save to PDF and easily upload to other apps e.g. Job apps. Large files are sometimes not accepted to these apps. cheers
1 voteHi David, thanks for highlighting this. Automatically optimising uploaded images could help reduce file sizes while keeping documents easy to view.
This post is now Gaining Support so we can continue tracking interest.
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Smart document capture - Process documents >10 pages
I'm really enjoying the smart document capture feature. It has been very useful so far. However, the one downside I have found is that it is limited to documents (in my case, invoices) with maximum 10 pages. Quite frequently I must process invoices with many line items which usually comes in well over 20+ pages. While the smart document capture does process the entire invoice as 1 line item, I actually require each individual line item to be present in the bill so I can monitor the purchasing activity for these specific products. This is a very time-consuming manual process…
2 votesThanks for sharing this idea, Jaymin. Being able to process longer documents through smart capture could reduce the need to split bills before uploading.
I’ve moved this post to Gaining Support so we can continue gathering feedback.
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Customer Statements - Add 'Last Statement Sent' column to Statements tab view
For increased visibility, could you add a column to the 'Statements' page to include 'statement last sent' date so that I can see when a statement was last sent to that customer? Would help keep track when sending statements individually.
0 votesAppreciate you raising this suggestion, Kesha. Adding a Last Statement Sent column to the Customer Statements view could make it much easier to see which customers have recently received a statement without opening individual contact records.
For now, you can check the History & Notes section on a contact to review previous activity.
I’ve moved this to Gaining Support so we can continue gathering feedback. If this would help your workflow, add your vote and share what other statement information you’d find useful.
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Xero Files - Removing Files from transactions and Adding back into Xero Files & Searching Xero Files
It doesn't appear to be possible to Remove attached files from a transaction and save it back to Xero Files. I found it to be a useful function. Would it be possible to add it back again? Also it would be really useful to be able to Search on documents in Xero Files.
6 votesThanks for sharing your idea, and letting us know the changes that matter most for you.
We've reviewed your idea and now it's up to the community to get behind and support it. Additionally, regarding the other idea on searching within the files section, I have found a similar idea to what you're suggesting and added your vote there. We'll monitor both ideas for traction.
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Smart document capture - Add an Invoice Number field
When uploading invoices via Xero files, it would be nice to have an invoice number field as well as a reference field. It seems like an important field to miss out as it requires manually adjusting afterwards. I prefer Xero files to Hubdoc as it populates the description fields and automatically splits costings. This would be the cherry on the cake for a great tool in Xero.
2 votesHi Rhys, thanks for sharing this idea. We can see how having an Invoice Number field within Xero Files upload could make it easier to create transactions.
For now, if you're looking for automatic extraction of invoice details, Hubdoc can capture information such as the supplier, invoice number, date, and amount from uploaded documents before publishing them into Xero. We appreciate this doesn't help when you're managing documents directly within Xero Files.
I've updated the status of this idea to Gaining Support so we can continue tracking interest from the community. If you're looking for a manually editable field, automatic extraction, or both, we'd love to hear more about how you'd use it.
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Contacts - Default to upload from Inbox when attaching documents to record
When uploading files from library inside contact's file tab (i.e. attaching monthly statement), xero defaults to selecting from archive which is time consuming because of having to trawl through every file there. Please default to selecting from inbox which should only contain files that haven't been dealt with.
1 voteThanks for sharing this idea, Jill ✨and for letting us know that defaulting the “Add from library” view to the Files Inbox when attaching a file from a contact could make it quicker to find documents that still need action, rather than starting in Archive. This is now open to others that may find this useful, to vote and share examples of how it would help, so we can understand the broader need. We’ll continue to monitor the feedback and support for this idea and update the thread if there’s progress to share.
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US Tax - Certificate of Insurance (COI) Management | Compliance
While Xero currently allows documents like Certificates of Insurance to be uploaded to a contact, it would be much more effective to have a structured compliance tracking feature similar to how W-9 information is managed. This would allow users to input and track key insurance details—such as policy type (e.g., General Liability, Workers’ Compensation), coverage limits, and expiration dates—directly within the vendor or contractor profile. With this data captured in a structured format, Xero could provide automated reminders for upcoming expirations and visual alerts for missing or non-compliant coverage, helping businesses better manage risk and ensure vendors remain compliant before…
2 votesHi Logan, thanks for submitting this idea. We've opened this idea up to the community to share their thoughts and add their votes onto it. In the meantime, feel free to share this with your friends and colleagues who might find this feature useful as well. Cheers.
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