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419 votes
Hi community, we can see there’s lots of interest in this idea and appreciate all your feedback and comments. We absolutely understand the value that unapproving a bill would bring to your businesses. Unfortunately, while the concept is quite simple, the technical implementation within Xero is highly complex.
The good news is that our Product team is still keen to solve this problem for you. They have a possible solution and would love to hear your response to validate their thinking.
Put simply, instead of "unapproving", the solution would bundle the following tasks into a single action so that you can effectively "unapprove" a bill much faster.
- Void the bill
- Copy the bill
- Reattach any files (IF any) from the voided bill to the copy of the bill
A primary caveat to this is you could only action one bill at a time. So, if you had multiple bills that…
An error occurred while saving the comment An error occurred while saving the comment 
Alison Walker
commented
This has been requested over & over in the years that I've been using Xero, it may seem like a small issue to you developers but it really isn't to us end users. There are many reasons why an approved invoice may need to be unapproved and deleting it and starting again (all be it by copying the original posting first) is not an acceptable answer.
An error occurred while saving the comment Alison Walker
commented
I can't believe that this option is not yet available and that Xero have no intention at the current time to introduce this option. Surely it's not that challenging an update that your developers can't deal with it?
Alison Walker
supported this idea
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318 votes
An error occurred while saving the comment Alison Walker
commented
Tim - you have a point, I still struggle to refer to bills as bills (too many years referring to them as invoices!) I suspect that most commentators are actually referring to bills even though they've said invoices.
An error occurred while saving the comment Alison Walker
commented
To reply to Tim Sneller I can see your point regarding sales ledger invoices but a lot of the commentators are referring to the invoices within the purchase ledger where approving an invoice for payment which subsequently needs to be unapproved is an issue. Copying the invoice in question and saving for approval before deleting the approved invoice is the current way that this issue has to be addressed but then you are losing the history attached to the invoice that was initially input plus it's ok if it's just one or two invoices but if you have a batch of invoices that need to be removed from approval this really is not an acceptable solution. Being able to unapprove the original invoice keeps all the history visible as well as showing that the invoice went from approved back to waiting approval which is also useful.
Considering all the changes (downgrades) that Xero has recently introduced it's amazing that this issue remains.An error occurred while saving the comment Alison Walker
commented
Such a simple thing for you to introduce and certainly more important than the some of the upgrades (downgrades!) that you've introduced recently.
An error occurred while saving the comment Alison Walker
commented
This seems to be constantly requested, it seems crazy that it's not already a feature
Alison Walker
supported this idea
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An error occurred while saving the comment Alison Walker
commented
Have been asking for this for far too long now, I do not understand why this feature is not already available.
Sorry but this sounds like a cop out by Xero - the solution that so many of your end users are asking for is a bit challenging for your technical team so lets offer a slightly better than the current work around as an option. The history behind any posting, though not always referred to, needs to be available as it is useful on the occasions that you need it. Your solution above does not allow for the history to be carried over and is still very cumbersome. In summary - no your proposed work around is not good enough. Please work on the option to 'unapprove' a bill which so many of us end users are asking for.