Purchase orders, bills & inventory

6 results found

1. Upload Bills - Populated Fields with relevant information

   Ability to Select and Edit Auto Populated Fields

   Recent updates to Xero’s bill upload functionality have introduced several inefficiencies in the auto population process.

   Description Field:
   Xero now pre populates the description field when bills are uploaded. The suggested text is not fit for purpose, as it includes unnecessary information—such as supplier name, the organisation’s own name, and invoice dates—which are already captured in other designated fields. In addition, the description field is restricted to a single line, resulting in all invoice line items being grouped together regardless of tax rate or account coding. This requires users to overwrite the auto populated text and manually add multiple lines to ensure correct coding and tax allocation.

   Total Field:
   The behaviour of the total field has also changed. Previously, Xero imported the actual invoice total. It now imports the total and then automatically adds VAT, switching the “Amounts are” setting to Tax Exclusive by default. Although this can be manually changed back to Tax Inclusive, the total does not update accordingly and must also be manually corrected.

   Supplier Contact Field:
   Accuracy in the pre population of the “From” (contacts) field has decreased. Xero is now frequently assigning invoices to incorrect contacts or defaulting to “no contact,” even when invoices originate from regular suppliers.

   Impact and Required Changes:
   Collectively, these changes have significantly increased the amount of manual data entry and verification required, undermining the intended efficiency of auto population features.

   To restore accurate and efficient invoice processing, the following would be necessary:

   • An option to disable or customise the pre populated description field.
   • A rollback to the previous logic used for populating invoice totals and supplier contacts.

   These adjustments would allow users to maintain correct invoice entry without unnecessary manual intervention.

   Ability to Select and Edit Auto Populated Fields

   Recent updates to Xero’s bill upload functionality have introduced several inefficiencies in the auto population process.

   Description Field:
   Xero now pre populates the description field when bills are uploaded. The suggested text is not fit for purpose, as it includes unnecessary information—such as supplier name, the organisation’s own name, and invoice dates—which are already captured in other designated fields. In addition, the description field is restricted to a single line, resulting in all invoice line items being grouped together regardless of tax rate or account coding. This requires users to overwrite the… more

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   2 comments  ·  Bills  ·  delete…  ·  Admin →
   Feedback  ·  AdminDavina Roper (Admin, Xero) responded

   Thanks for bringing this feedback around the information being populated in the upload bills feature Lorraine, I can see that you have raised this with our Support team and they have looked into this and raised this with our Product team so they can investigate. This is not how the feature should be behaving so we appreciate you bringing this to us. Moving forward you will get any further updates on the feature on the case you raised with the Support team.

2. Plan limits - Bill and Invoice limits Ignite

   The current Bill/Invoice Limit on the ignite plan should be combined to allow for flexibility between different clients needs.

   For example the ignite limit is 5 Bills and 20 Invoices. One particular client raises 8-10 bills per month and 0 invoices. If it was a combined 25 bills/invoices that would enable the user to use the product as designed. At present they are just using 'spend money' workarounds to avoid increasing to the next teir as for the sake of 3 bills per month it simply is not cost effective to 4x the Xero cost.

   Alternatively a client who invoices more and has few bills can allocate accordingly.

   Even better would be the unused allowance rolling forward to be used in latter months or some type of an annual allowance or averaging.

   The current Bill/Invoice Limit on the ignite plan should be combined to allow for flexibility between different clients needs.

   For example the ignite limit is 5 Bills and 20 Invoices. One particular client raises 8-10 bills per month and 0 invoices. If it was a combined 25 bills/invoices that would enable the user to use the product as designed. At present they are just using 'spend money' workarounds to avoid increasing to the next teir as for the sake of 3 bills per month it simply is not cost effective to 4x the Xero cost.

   Alternatively a client who invoices… more

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   2 comments  ·  Bills  ·  delete…  ·  Admin →
   Feedback  ·  AdminDavina Roper (Admin, Xero) responded

   We appreciate your feedback, this will be shared with our teams. We do not accept ideas about Xero pricing plans or plan structures and cannot make commitments to ideas of this nature.

3. Restrict visibility of employee payroll transactions in Contacts Description: When payroll is processed in Xero, employees are auto

   When payroll is processed in Xero, employees are automatically created as contacts. This means that any user with access to the Contacts area can view employee contact records and see their payroll transaction history, including individual pay amounts.

   This is a significant data privacy concern. Even when a user has no payroll access, they can still navigate to an employee's contact record and view sensitive salary and payment information through the contact's activity tab.

   What I'd like to see:

   The ability to hide or restrict access to employee contact records (or their transaction history) from users who do not have payroll permissions.
   Alternatively, a separate "Employee" contact type that is only visible to users with payroll access, keeping employee records and their associated transactions hidden from other users.
   Why this matters:

   Salary and wage information is highly sensitive personal data.
   Under UK GDPR, businesses have a responsibility to limit access to personal data on a need-to-know basis.
   Currently, the only way to prevent this is to remove a user's access to Contacts entirely, which is impractical for staff who need to manage customer and supplier records as part of their daily work.
   This limitation forces businesses to choose between operational efficiency and employee data privacy.
   Impact: This affects any business using Xero Payroll where multiple staff members need access to Xero but should not see colleagues' pay details.

   When payroll is processed in Xero, employees are automatically created as contacts. This means that any user with access to the Contacts area can view employee contact records and see their payroll transaction history, including individual pay amounts.

   This is a significant data privacy concern. Even when a user has no payroll access, they can still navigate to an employee's contact record and view sensitive salary and payment information through the contact's activity tab.

   What I'd like to see:

   The ability to hide or restrict access to employee contact records (or their transaction history) from users who do not have… more

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   0 comments  ·  delete…  ·  Admin →
   Feedback  ·  AdminDavid Reynolds (Admin, Xero) responded

   Hi Julia, thanks for raising this. In Xero, a Payroll employee record is separate from a contact record. Processing a pay run doesn’t automatically create a separate contact record in Contacts.

   From what you mentioned, the contact record info may relate to how wage payments are paid or reconciled in Xero. Payroll itself doesn’t create contact records, so the contact would have been created separately—for example, by someone adding it manually, or through a separate accounting workflow connected with payments.

   If you’re seeing individual wage amounts in a contact’s activity tab, please contact Xero Support so they can look into the specific record and explain what those entries are and why they’re visible. You can include the contact name and where you’re seeing the entries.

4. Why has the print icon been removed from the bills attachments screen?

   Put back the print option on the screen where incoming bills are shown. I need to be able to print these bills to get them signed off. Removing this incredibly valuable tool for a pointless summary button is beyond frustrating. There is now no way for me to print the actual bill from within Xero - Cannot believe how short sighted this is.

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   0 comments  ·  Bills  ·  delete…  ·  Admin →
   Feedback  ·  AdminAnis Anuar (Admin, Xero) responded

   Thanks for sharing this with the community. We understand the request to have a Print option available when viewing bill attachments. However, it's not clear from the post which document viewer or workflow you're referring to. We've updated the status to Feedback for now. If you can provide more detail (or attachment) about where you previously saw the print option by reacting to this update, that would help us understand the specific change you're referring to.

5. Soem clever clogs decided to "Improve" the way processing invoices work . I have found the changes difficult to work with.

   Processing bills is now more difficult. I no longer know where I am. I was quite happy with the way it worked. Frankly Xero gets more and more expensive, doesn't work as well etc. I am thinking of moving.

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   0 comments  ·  Bills  ·  delete…  ·  Admin →
   Feedback  ·  AdminDavina Roper (Admin, Xero) responded

   Thank you for sharing your feedback. We understand that changes can sometimes be challenging. As your feedback relates to how the new bill workflow applies to your organisation, the best next step is to raise a case with Xero Support. Our agents can work through the process with you, answer your specific questions, and provide clarity on how the changes work in practice.

   We appreciate you taking the time to share your experience and hope Support can help make the new workflow easier to manage. 🙂

6. I have been getting increasingly exasperated with Xero. It seems to get more and more expensive, by a LOT more than mere inflation.'
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   0 comments  ·  Bills  ·  delete…  ·  Admin →
   Feedback  ·  AdminDavina Roper (Admin, Xero) responded

   We appreciate your feedback, this will be shared with our teams. Currently we are not accepting ideas about Xero pricing plans or plan structures and cannot make commitments to ideas of this nature.