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8 votes
Tim Sneller
supported this idea
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183 votes
Hi community, thanks for sharing your continued interest here. We appreciate the importance of having assurance that mail you send from Xero is being received, and that being able to send from your own company email would increase confidence in this process.
I can confirm this idea has been regularly reviewed by our product teams, and being able to send from your own company email is on their radar. Currently there are other priorities, and platform work that requires their attention, before they can consider this more deeply.
We'll move the idea back to submitted so we can continue to gauge the interest through votes here. When there is opportunity to pick this up, I will share any news with you all here.
An error occurred while saving the comment Tim Sneller
commented
@David Nabarro
I presume that your Browser extension is not going to work with automated Invoice Reminders.
That being the case, this is why we need Xero to climb down off the fence, and start writing some code.....
An error occurred while saving the comment Tim Sneller
commented
Most people do not know why their invoices are being ignored by clients. They won't realise that they have been marked as Spam, and even if they DID, they would not know how to talk a client through REMOVING the address from the Spam list.
Bear in mind that Xero is only really suitable for small companies, because of a lack of multiple delivery addresses, dept email addresses. and MANY other functions.
Most invoices are therefore going to private individuals, who could be using multiple different email providers , Gmail, Yahoo, Apple, OutLook, Virgin, TalkTalk, etc etc . I have NO IDEA how to De-SPAM an address on any of these platforms.
Domain email is supported by most other accounts offerings out there. Xero - You need to catch up FAST.....
An error occurred while saving the comment Tim Sneller
commented
This is SPAM. You are promoting a paid-for service. This forum is not Free Advertising for you. Please desist.
Neither does this help us in our struggle to get Xero to listen to us, and fix the problem. We should not be having to pay a third-party in order to get something which should be core and included functionality.
We do not have the money for this. We only actually send about 600 invoices per year. At your rates, this would cost us nearly 85p per invoice, added to DD costs etc.
An error occurred while saving the comment Tim Sneller
commented
Sorry Ashkay. This should be core functionality, not something that I have to pay £500 per year for
An error occurred while saving the comment Tim Sneller
commented
We need the ability to send email from our own domain to prevent spam. It is ridiculous that Xero cannot accept that companies want their invoices sent out from their own company domain.
Furthermore, it is one thing for Xero to suggest asking a company IT dept to ensure that emails from post.xero.com are whitelisted, and quite another trying to talk private individuals, with limited computer knowledge, using dozens of different email clients, through doing the same thing.
Closing the last thread where this was being requested was a cynical ploy from Xero to prevent discussion about an essential feature. This requirement, and discussion about it, is not going away.
An error occurred while saving the comment Tim Sneller
commented
This is such a simple thing to do, that I am ASTOUNDED that Xero is taking this approach. The problem is, that IF Google WorkSpace, MS Outlook, Yahoo and OTHERS all start rejecting Xero's emails, then we will have no choice but to move accounting platforms. Moving Mail platforms will not work, as EVERYONE will follow Google and Microsoft's lead, as everyone wants more secure and scam-proof email.
Changing our Accounts System is not something that any of us necessarily WANT to do, but we will have no choice. We have to be CERTAIN that our invoice emails etc can actually be received by our clients. Like it or not, DKIM and DMARC are coming, and if Xero WILL NOT bend, and comply, then maybe it will FOLD.
An error occurred while saving the comment Tim Sneller
commented
There is an option in the Invoice Settings screen to add a logo to each email template.
This is displayed at the top of the email. This option has been available for over 4 years.
An error occurred while saving the comment Tim Sneller
commented
I believe that If the email message was actually sent using XERO's email server, then it should use an email address ending in @???.xero.com. In order to send from your own email address, it needs to be sent from your OWN email server/service. It is ABSOLUTELY possible to do this, but will require some development work from Xero. You would need to be able to configure your own email server's address, port, username and password. Xero could then send using YOUR server, and all the headers etc would be correct.
If Xero allowed us to effectively SPOOF the FROM address, many recipient email servers, such as Google, would mark it as SPAM, because the headers do not look correct. This might well be worse than the current situation.
An error occurred while saving the comment Tim Sneller
commented
You can currently set your own reply-to address, as this is not checked by an email server when sending a message. Go to https://go.xero.com/Settings/Email/ to configure this. Then, when someone repies to an email, it does go to YOU and not to a black hole at Xero. BEWARE THOUGH, once you have set an email address and a NAME, it is difficult, if not impossible, to change the name on THAT email address - SO CHOOSE CAREFULLY...
I get that it is difficult to allow email to be sent out from Xero's system with what would effectively be a fake FROM email address, especially with increases in message security on many email servers around the world, to prevent spam. However, at the very least, as an interim measure, Xero need to allow us to specify an email address such as "company-name@post.xero.com.
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The proper solution would be to allow us to configure our own email service, address, and password within the Admin settings. Then emails would be sent out from our NORMAL email servers. Many smaller companies might not know how to set this up, so the current system could be the default, but ADVANCED users could add their own message service settings.However, if messages failed to be sent, it would be down to individual companies to fix it, probably without assistance of Xero support. HOWEVER, I have seen such options give the support company an excuse for email failing, and just blaming the user.
Tim Sneller
supported this idea
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15 votes
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157 votes
Hi community, thanks for your interest in this idea. Just wanted to pop in here to share, for those who aren't already aware, that you can export the Receivable Invoice Summary report. The report has a 'Last Payment Date' column that you can add to it which is useful for finding customers who habitually pay late so that you can take appropriate action.
To be transparent, building a feature to show the average days to pay by customer isn't on our roadmap at this time, but we'll be sure to update this idea if that changes in future.
Tim Sneller
supported this idea
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An error occurred while saving the comment Tim Sneller
commented
The AVERAGE DAYS TO PAY is SHOWN on the customer details screen, but if you have a large number of customers, extracting and using that data is painful.
The LAST payment date does not really help. A customer may have paid their last invoice LATE or EARLY, which skews the information. What is needed is a REPORT/EXPORT of the AVERAGE days to pay, which is shown on each customer tab, but is not available in any reports (AFAICS).
If a customer ALWAYS pays late, then I need to reduce their credit terms, or even ask them for payment with order.
FURTHER to this, on the outstanding invoices screen, where it is possible to enter an EXPECTED payment date, why can that not default to "Invoice Date + Avg days to pay".
This is however made MUCH more difficult, because the customer name is not exported on every line.
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428 votes
Thanks to everyone that participated in and shared back on the team’s research in the new invoicing layout. Taking your feedback on board our teams have made some improvements to the layout of new invoicing, including changes to the layout of fields and buttons.
By rearranging and condensing space between fields, you’ll find there is less white space than previously shown, making it easier to navigate and tab through fields when entering your invoices.We’re actively looking into changes within the invoicing grid that’ll go further to condensing information on the screen and reducing actions when entering your invoices. We’ll update as there is more information to share on this.
An error occurred while saving the comment Tim Sneller
commented
"New Invoicing" - A possible explanation for the changes....
Because people have been asking for extra functionality for invoicing, such as different addresses/email addresses etc etc for invoices, statements, and other documents, a lot of extra data fields and probably extra data files have had to be added to the system. These additions mean that the OLD invoicing screen (PROGRAM), will not work in the future, and still allow access to existing data.. The developers have therefore had to write a new program, which will allow historic AND future invoices to be accessed.
Unfortunately, they have somewhat failed in the implementation, and some old features are still not available. The layout is awful, the implementation timeline keeps slipping, and we all feel that we are not being listened to.
UNFORTUNATELY - Without a new invoicing module, the other desperately needed changes probably cannot happen.
There is one really horrendous issue with invoicing, where a historic invoice is altered if the company address is changed. Is this ever going to be fixed, as it is probably illegal in many jurisdictions. If we are asked for a COPY invoice from a long time ago, we cannot be certain that it is an IDENTICAL copy. Once an invoice has been printed and SENT, it should be impossible to edit it, or change it in any way.
If I am wrong, perhaps someone at Xero could treat us like the ADULT CUSTOMERS that we are, and offer us a FULL EXPLANATION as to why Classic Invoicing needs to be deprecated, as all that users see, is that the new program does not work nearly as well as the old one.
An error occurred while saving the comment Tim Sneller
commented
Currently, if you ZOOM a tab for a particular web site, ALL tabs on that Website will ZOOM to the same level. This is a nuisance if you have to ZOOM some windows to see certain Xero pages properly, and then find it is wrong for others.
To fix this behaviour, there is a Chrome Extension called "Per Tab Zoom" on the Chrome Web Store, which allows you to have different zoom levels in different tabs. See https://bit.ly/49FCEGU
An error occurred while saving the comment Tim Sneller
commented
@ Clare Taylor, Rachel Oakley, John Harris.
Ask for a second screen on your computer. It will make you much more productive. I have THREE screens, and would not want to go back to just having one.
An error occurred while saving the comment Tim Sneller
commented
I don't like the new Invoicing either. I think that one reason it has been introduced is because of work underway to support multiple addresses for the Invoice, the delivery Note, and statement etc etc. Also for scenarios (like a builders merchants) where there is one INVOICE address for the customer, but multiple delivery addresses for the orders as they are for different building projects in different locations. The CLASSIC invoicing system just will not support the necessary changes to the database structure.
If you have certain information that you have to have on EVERY invoice, create a draft invoice with the necessary items and descriptions, and just COPY that to a new invoice as required. If you leave at least one item without an account code, then you can never approve the template draft invoice by mistake.
HOWEVER - If you use Shift-Return when typing the item description, then it starts a new line. Do it twice, and you get a blank line. The blank lines ARE retained when you save the invoice.
Tim Sneller
supported this idea
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348 votesTim Sneller
supported this idea
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49 votes
Thanks for sharing back on this, everyone. We'd like to confirm the way the options works now when sending in new invoicing - This is triggered by previous behaviour.
So, when you send using new invoicing, the selection for 'Attach PDF' is driven by the last invoice you sent. If the last selection was unticked the next invoice you send will automatically be unticked, and vice versa.
What's worth noting is that this is a browser based setting. For example if you change computers or browsers your setting will revert to default where both options are unticked. As you'll see from my recent update on this similar idea this is something we may explore further down the line but we don't have any immediate changed planned for.
We also appreciate your feedback relating to where a customer's taken when clicking Review and pay. Our team have done a lot of research…
Tim Sneller
supported this idea
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27 votes
Thanks for the detail of why the Short term cashflows option is not viable for you here, Karl.
We don't have any immediate plans around this but will keep an eye on the appetite here and let you know if there's any plans made.
An error occurred while saving the comment Tim Sneller
commented
Bulk Update is much more important for invoices than bill. If I raise a batch of invoices which will be paid by DD, then they will all be paid on the same day. Furthermore, when updating the PAYMENT DATE on a bill, this requires TWO mouse clicks per bill, but when updating the EXPECTED DATE, it requires FOUR mouse clicks per invoice, or FIVE if the date is in the middle of next month..
Typically, when adding expected PAYMENT Dates, every bill has a different date, and different terms, so whilst Bulk update is useful here, it is nowhere as much use as on Sales Invoices.
Just had to update 50 invoices, which required 250 mouse clicks, to set 3 different dates ! ! ! This is daft.
Alternatively, add an option which allows us to set the expected payment date to "Invoice Date + Normally pays in X days"
Tim Sneller
supported this idea
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82 votes
Thanks for your interest in being able to send a PDF of an invoice via the Xero Network.
While this isn't something we're looking to develop atm. For those in AU and NZ you could look into sending e invoices via the Peppol network.
Through e invoices you can attach and include files as well as a PDF of the invoice - See more on Xero Central
An error occurred while saving the comment Tim Sneller
commented
@Yolande
You may have ticked the box to say "Attach PDF", but did you then check to see if the PDF had actually been sent. I suspect it was not sent ! ! !That option only seems to do anything when EMAILING invoices.
An error occurred while saving the comment Tim Sneller
commented
I am now asking our suppliers who use Xero to refrain from using the Xero to Xero network until such time as Xero fix this BUG. It takes more time for me to download the invoice and attach it to the bill than it would if I used the VIEW and IMPORT options.
Furthermore - We HAVE to have the PDF attached to the bill since Xero allows pretty much any field on a bill to be amended at any time. The accountants and HMRC cannot rely on JUST the information in Xero.
It's a ridiculous situation.Tim Sneller
supported this idea
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297 votes
An error occurred while saving the comment Tim Sneller
commented
Add your T's & C's to the bottom of the invoice template(s). Then they will print with the invoice.
An error occurred while saving the comment Tim Sneller
commented
It depends on how long your T's&C's are.
We print our basic T's&C's at the bottom of the invoice. Just edit the invoice template.
If yours were too long to fit at the bottom of the page, Xero will just use an extra sheet, or the reverse of the page if using double side printing.
You can test it by changing the invoice template, and just re-printing an existing invoice.
An error occurred while saving the comment Tim Sneller
commented
If you reduce the resolution on the scanner or PDF printer by 50%, you will reduce the size of the attachment by 75%. You don't really need more than 150dpi for most things. Very large attachments also fill up peoples mailboxes more quickly. In 5 years of using Xero, I have never hit the attachment size limit.
An error occurred while saving the comment Tim Sneller
commented
We put our T&C's in the invoice footer, so that they always get sent. There is incidentally, no apparent limit to the length of the footer - It just spills onto the next page (Or the back of the invoice if you use double-sided printing.) You can have different invoice layouts/names for different T&C's
An error occurred while saving the comment Tim Sneller
commented
In the UK, now that tax is digital, it is a requirement to have a digital copy of the invoice on the system.
We therefore have to manually attach a copy of the PDF which is emailed to us. If the invoice delivered by the Xero Network included a copy of the original invoice, already attached, this would save work, and reduce errors.
An error occurred while saving the comment Tim Sneller
commented
Our payment information is included in the TERMS part of the Invoice branding.
Tim Sneller
supported this idea
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477 votes
An error occurred while saving the comment Tim Sneller
commented
ALISON - The original posting says "Invoices - Unapprove option" not BILLS.
I think we need to be consistent in terminology. Xero refers to BILLS in the purchase ledger, and Invoices in the sales ledger. If people actually mean BILLS, then perhaps it would be helpfull if they did not confuse the issue.
I completely understand where you are coming from with Bills, and can see much less of a problem unnaproving a bill. Tax fraud is a lot more difficult in the P/L. If you delete a bill, the supplier is still going to be chasing you for payment, and if you don't record bills correctly, your tax liability will be higher.
It would be relatively easy to allow bills to be unapproved, but a lot more difficult to do the same for invoices. Allowing an invoice which has EVER been approved for payment to be deleted would be a fraudsters delight.
Even the current situation of allowing approved invoices to CHANGE the customer details on an invoice leaves the system wide open for tax fraud.
An error occurred while saving the comment Tim Sneller
commented
I am just a user, and do not speak for Xero - But here is my view on this.
What do you want to do to the invoice that requires it to be unapproved first? Is it just that it needs to go back into the approval loop?
The system currently allows a DRAFT invoice (One that is NOT APPROVED) to be DELETED - No Trace in history or anywhere.
The current situation where the invoice has to be VOIDED, means that the invoice number cannot be re-used, and at the end of the year, your accountant and auditor can see all of the voided invoices, and what happened to them. Whether they were sent to clients by email etc etc. This reduces the opportunities for tax fraud. At the very least, the system would now have to retain the audit trail for the invoice, prevent the draft invoice from being deleted, and prevent the invoice number from being re-used.Allowing an invoice which has been approved, and potentially printed, and sent to a customer, to then be UNAPPROVED could be used to defraud HMRC etc.
Suppose you have invoiced a customer, and they then pay in cash. If you can UNAPPROVE it, and then DELETE it, you can pocket the cash and there is no trace of the transaction. The customer could produce an invoice, but you could claim it was a fake. XERO would have absolutely no trace of the invoice, and no audit entries, and you could re-use the invoice number.
This does of course raise the issue that XERO currently allows any
part of an approved invoice to be changed, including the Name, Terms, line items and totals. This is also open to fraud, -
311 votes
An error occurred while saving the comment Tim Sneller
commented
It's quite a problem actually. At the moment, if you change the address on a contact, and re-print an OLD invoice, it shows the new address, not the one it was originally sent to. The data file which contains the invoice currently has no mechanism for storing the address/contact details.
Currently, there is only provision for storing one invoice address, and one delivery address. This is especially an issue for delivery notes, where some companies have dozens of sites (Think of a supplier to a major supermarket chain), where deliveries go to dozens of different stores, but where ALL invoices go to head office, and the invoice needs to include the delivery address. As soon as you change the delivery address to send an order to a DIFFERENT store, the invoice changes as well ! ! ! ! It's worse if you need to send a copy of an invoice with a chase letter, as the delivery addresses will have changed several times, and another copy invoice a few days later willl have changed again.
An invoice SHOULD be pretty much unchangeable, and adding extra delivery addresses should certainly not change ALL invoices on file for a customer.
This is something that is being worked on (AFAIU) but is taking an awful long time to implement.
Tim Sneller
supported this idea
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14 votes
An error occurred while saving the comment Tim Sneller
commented
Absolutely ridiculous that it was not implemented like this in the first place. Are Xero DELIBERATELY trying to upset all of their customers.
The same issue applies to the "Recent Bills REport"
Tim Sneller
supported this idea
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Our turnover is well above the VAT threshold, but all of our services are VAT exempt. We would also like to use eInvoicing, but CANNOT register for VAT.
There seems to be a perception that if you are not VAT registered, then you must be a small company, but this is not the case..