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147 votes
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Campbell Green
commented
Hi everyone,
“In accounting, integrity is preserved by building upon history, not rewriting it!”
The fact that some jurisdictions demand sequential invoice numbers, however, does not imply that your invoice numbers must necessarily be consecutive and without gaps in numbering – solely the uniqueness is required. As long as you can provide an explanation for non-consecutive numbers (like a specifically configured counter or just a cancelled invoice), breaks in sequence are acceptable.
Here's a comprehensive summary of accounting and auditing principles regarding reusing voided invoice numbers, and whether the requests in the Xero thread reflect sound accounting practice or a misunderstanding of professional standards.
✅ What Accounting and Auditing Standards Say
1. Invoice Numbering Must Be Unique and Traceable
• Invoice numbers are unique identifiers used to track financial transactions, maintain audit trails, and ensure compliance [1].
• Once an invoice is finalized, its number should be unalterable to preserve the integrity of financial records[2].
2. Sequential Numbering Is Common but Not Always Mandatory
• Many jurisdictions recommend or require sequential numbering for clarity and auditability [1].
• However, gaps in numbering (e.g., due to voided invoices) are acceptable if properly documented. For example, in Germany, gaps are allowed as long as they are explainable [2].
3. Voiding vs. Deleting
• Voiding an invoice retains its number and audit trail but nullifies its financial impact [3].
• Deleting an invoice removes it entirely, which is discouraged as it breaks the audit trail [4].
4. Reusing Voided Invoice Numbers Is Generally Discouraged
• Most accounting systems (including Xero) do not allow reuse of voided invoice numbers to maintain audit integrity [5].
• Reusing numbers can lead to confusion, data integrity issues, and audit complications, especially if the original invoice was partially processed or referenced elsewhere.⚠️ Why Business Users Might Request Reuse
1. Desire for Clean Number Sequences
• Users often want to avoid gaps in invoice numbers for aesthetic or perceived compliance reasons.
• In some countries, like Spain or Romania, non-consecutive numbering may raise flags, even if technically allowed[2].
2. Misunderstanding of Audit Requirements
• Some users may not fully understand that audit trails are more important than perfect sequences.
• The request to reuse numbers often stems from a desire for simplicity, not from a deep understanding of accounting principles.
3. Software Limitations and Workflow Frustrations
• Users working with bulk uploads or frequent corrections find it inconvenient that voided numbers are permanently lost [5].
• This leads to requests for features that contradict best practices in financial recordkeeping.🧾 Best Practices for Handling Voided Invoices
1. Void Instead of Delete: Always void to preserve the audit trail.
2. Use Credit/Debit Notes: For corrections, issue credit or debit notes rather than altering original invoices [3].
3. Document Gaps: If a number is skipped due to voiding, document the reason clearly.
4. Avoid Reuse: Do not reuse invoice numbers—even if voided—to maintain integrity and avoid audit issues.🧠 Conclusion
The requests in the Xero thread to reuse voided invoice numbers do not align with standard accounting and auditing principles. While the desire for consecutive numbering is understandable, reusing invoice numbers compromises audit trails and data integrity. These requests likely stem from workflow frustrations or misunderstandings, rather than sound accounting logic.References
[1] Accurate Invoice Numbering: Strategies and Best Practices
[2] What are the legal requirements for invoice numbers? - JustOn
[3] Can You Change an Invoice Once It Has Been Issued?
[4] Void Invoice: Meaning, Example
[5] How can i reload invoices that I have voided with the same ... - Xero -
434 votes
Hi community, thank you for your engagement and sharing how you'd like us to evolve roles for customers using Xero. User roles impact all areas of the product, there are many considerations we must factor in when assessing how to solve for majority of our customers needs - As you can see there is a large range of ideas for different roles shared by customers in Product Ideas.
We’re conducting research on the current landscape and how we might approach some of the most predominant needs in roles for our customers. To be upfront, the discovery of this work will be long running and there'll be multiple phases of research and forms of engagement with users that’ll help shape the path ahead in this space.
We’d like to invite you, our community to be part of this research and discovery. This may involve interviews and sharing further feedback through direct…An error occurred while saving the comment Campbell Green
commented
Hang in there is all I can recommend as we are about to launch a new platform that will provide a solution for most of these role and permission based issues with granularity users of Xero need. Our delay in launching before now was due to the higher priority release of Invoice versioning - to address the infamous Contact bug (change a contact’s details and Xero kindly updates every historical invoice with the new contact details).
We are now back on track with release of our first slice of granting permissions to only run and see Aged Payables and Receivables, without giving full access to all your business data to staff members. If you are interested in becoming an early tester for us, you will receive a complimentary backup for 6months in return for your use case and working with us on the testing, please email me on campbell@control-c.com
Control-c.com -
89 votes
An error occurred while saving the comment Campbell Green
commented
Hi there 👋
This is a long-standing limitation in Xero’s invoicing system—and unfortunately, it’s not something that can be easily fixed. The restriction around delivery addresses being tied to the contact record (rather than stored individually per invoice) has been baked into Xero’s design since day one. That means when you update a contact’s delivery address, it retroactively changes on all historical invoices linked to that contact.This creates real problems for businesses that invoice multiple locations for the same customer—especially when you need to reference or reissue an old invoice with the original delivery address intact.
✅ That’s exactly why we built Control-C.
Control-C is a Xero-certified backup and versioning service that captures every invoice exactly as it was issued—including the delivery address at the time. Even if you update the contact in Xero, Control-C retains the original invoice version, so you can always retrieve it with the correct delivery details.
Here’s how Control-C helps:
• 🗂️ Preserves the original invoice layout and delivery address—even after contact edits.
• 🔒 Provides immutable backups of every invoice, bill, and contact record.
• 🕵️ Gives you a full audit trail and historical access to every version of your data.While Xero may not be able to redesign this behaviour easily, Control-C gives you a reliable workaround and protection against data loss or compliance issues.
We’re also rolling out near real-time versioning, so changes and deletions are captured within minutes, not just daily.
📌 If you’re serious about protecting your financial records and ensuring audit transparency, we’d love to help if you’d like to see how it works with your organisation.
🔗 Learn more at https://control-c.com
🌟 **Special Offer for Xero Community Members** 🌟
Register here...
https://backup.control-c.com/Registration
Simply enter the Promo Code "Immutable" (case sensitive) when prompted during registration for a…
➡️ **A free backup of your Xero data**
➡️ **3 months free subscription, no obligation to continue**Let’s make sure your invoice history is complete, compliant, and never lost.
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25 votes
An error occurred while saving the comment Campbell Green
commented
Hi @Ryan Switzer,
We completely understand your frustration—deleting an invoice in Xero and losing all visibility into its history is a real concern, especially when it comes to audit integrity and compliance.
That’s exactly why we built Control-C.
✅ Control-C captures every invoice version—including drafts, approved invoices, edits, and yes, even deleted invoices.
✅ We preserve the full invoice content before deletion, so you can always retrieve what was lost—even if it’s no longer visible in Xero.
✅ Our immutable backups mean you can view, export, and audit any invoice as it existed on any day, giving you peace of mind that nothing is ever truly gone.In your case, where the invoice was deleted and you needed to reference it later, Control-C would have retained the last known version of that invoice, including its line items, contact details, and status. You could have pulled it up instantly—even if it was deleted in Xero. See the attached screenshots.
We’re also rolling out near real-time versioning, so changes and deletions are captured within minutes, not just daily.
If you’re using Xero and want to ensure your financial records are complete, compliant, and audit-ready, Control-C is here to help.
🔗 Learn more at https://control-c.com
🌟 **Special Offer for Xero Community Members** 🌟
Register here...
Simply enter the Promo Code "Immutable" (case sensitive) when prompted during registration➡️ **A free backup of your Xero data**
➡️ **3 months free subscription, no obligation to continue**
Let’s make sure your invoice history is complete, compliant, and never lost.Let us know if you’d like help setting it up or seeing how it works with your organisation.
— The Control-C Team
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38 votes
An error occurred while saving the comment Campbell Green
commented
Hi everyone,
We completely agree that invoice numbering and visibility—even for deleted or draft invoices—is critical for audit integrity and financial traceability.
That’s exactly why we built Control-C.
✅ Control-C captures and versions every invoice in your Xero account—including drafts, deleted invoices, and those edited after approval.
✅ We preserve the original invoice state before any changes, giving you a full audit trail and immutable records.
✅ Our daily versioning (and soon near real-time capture) ensures that no invoice is lost, overwritten, or untraceable—even if it was deleted or edited in Xero.Xero’s current invoicing model doesn’t retain historical versions or allow users to view deleted drafts. This creates gaps in audit readiness and compliance, especially when invoice numbers are reused or skipped. See the attached screenshots.
With Control-C, you can:
- Track every invoice number, even if the invoice was deleted before approval
- Retrieve the original version of any invoice, regardless of edits
- Maintain a complete audit trail for compliance and peace of mind📌 If you’re serious about protecting your financial records and ensuring audit transparency, we’d love to help.
🔗 Learn more at https://control-c.com
🌟 **Special Offer for Xero Community Members** 🌟Register here...
https://backup.control-c.com/RegistrationSimply enter the Promo Code "Immutable" (case sensitive) when prompted during registration
➡️ **A free backup of your Xero data**
➡️ **3 months free subscription, no obligation to continue**
Let’s make sure your invoice history is complete, compliant, and never lost. -
439 votes
Hi everyone, we appreciate all your feedback on how we could evolve roles for customers using Xero. As you can see through the ideas on the platform, there are a wide range of combinations of permissions our customers want to see us build. As user roles impact all areas of the product, there are many considerations we must factor in when assessing how to solve for majority of our customers needs.
We’re beginning to conduct research on the current landscape and how we might approach some of the most predominant needs in roles for our customers. Front footing this, the discovery of this work will be long winded and there will be multiple phases of research and forms of engagement with users that’ll help shape the path ahead in this space.
We’d like to invite you, our community to be part of this research and discovery. This may involve interviews…An error occurred while saving the comment Campbell Green
commented
Hi everyone,
I understand that many of you are facing challenges with Xero's current permissions settings, especially when it comes to restricting access to specific bank accounts or transactions. While Xero may not have an immediate solution for these issues, I wanted to let you know that Control-C might be able to help.
As an add-on partner for almost 10 years, Control-C has developed a platform that can surface the required access to view-only data that your team members need to do their job. This ensures that sensitive information, such as staff wages and bonuses, remains confidential while allowing your colleagues to perform their roles effectively.
Having worked at Xero, I appreciate the complexities involved in retrofitting features into an established system. It's a challenging task, and I understand why some features might not be available yet. Our goal at Control-C is to provide you with the tools you need to manage your financial data securely and efficiently, complementing Xero's capabilities.
If you're interested in learning more about how we can help, please feel free to reach out to us through the Xero app store or the Control-C website.
Best regards,
Campbell Green
control-c.com -
16 votes
An error occurred while saving the comment Campbell Green
commented
Dear Lois,
Thank you for bringing up your concerns regarding data backups and compliance with the Tax Practitioners Board's (TPB) new rules and regulations. We understand your desire for a simple, built-in backup feature within Xero.
The concept of a "single-click" restore or backup in Xero is a myth and far more complex than it initially seems. It's not a straightforward process like restoring a file on your computer. Furthermore, in today's increasingly regulated environment, more and more businesses are seeking to meet compliance frameworks such as ISO 27001, SOC 2, and others. For these organizations, the need for a comprehensive Business Continuity Plan (BCP) is paramount, far exceeding the value of a simple, incomplete restore.
Why Relying on Xero for Backups is Not Practical
While it might seem logical for Xero to provide a built-in backup feature, relying solely on your accounting platform for backups is generally impractical and risky. Here's why:
Proprietary Formats Limit Flexibility:
- Xero, if it were to offer backups, would likely store them in proprietary formats. These formats are designed to be compatible only with Xero. This poses a significant risk. In a disaster recovery (DR) scenario, you might find yourself unable to access your data if you need to switch to a different platform.
Enhanced Disaster Recovery:
- Disaster recovery is about more than just having a backup; it's about having a plan to restore your business operations swiftly. If Xero's backup is in a proprietary format, you could face delays and complications during a DR event.
Redundancy and Security:
- Relying on a single backup solution is risky. If Xero experiences a failure or cyber-attack, your data could be compromised. Using a third-party backup service adds an extra layer of security.
Counterparty Risk:
- Relying on one vendor for both your accounting platform and backup solution introduces counterparty risk. Diversifying your backup solutions by using third-party providers mitigates this risk.A Real-Life Example: QuickBooks Online Backups
Many Xero users point to QuickBooks Online, which allows users to back up their data to a local drive, as an example of why Xero should offer a similar feature. However, this seemingly convenient feature presents its own challenges. QuickBooks Online backups are typically saved in a proprietary format, which is not directly usable for recovery into another accounting platform.
Therefore, even with a built-in backup feature, the lack of data portability due to proprietary formats can severely hinder your ability to recover your financial data effectively.
The Importance of Business Continuity Planning (BCP)
Lois, your requirement to "keep a backup copy of the data file" is crucial for compliance. However, it's not just about having a backup; it's about having a comprehensive Business Continuity Plan (BCP).
Why Control-C is a Sound Solution
This is where a third-party application like Control-C becomes invaluable. Control-C provides:
- Open Format Backups: Control-C offers backups of your Xero data in open formats, ensuring your data remains accessible and portable.
- Comprehensive BCP Assistance: We offer professional consulting services to help you formulate a robust BCP. This includes developing a tailored strategy for recovering your financial records in your required format and platform.
- Compliance Framework Support: We understand the importance of compliance with frameworks like ISO 27001, SOC 2, GDPR, HIPAA, PCI DSS, and others. Our services help you meet these requirements.
- Auditable Record Keeping: Control-C provides auditable record-keeping, which is essential for compliance and maintaining accurate financial records.
- Operational Continuity: Control-C is designed to help you recover your data and maintain business operations, not just store a static backup.Addressing Your Concerns
You mentioned, "We do not want to start a new Xero file from a backup - that is not logical." We completely agree. A proper BCP ensures you can recover your data and continue operations with minimal disruption.
While a built-in Xero backup button might seem convenient, it wouldn't address the broader compliance and recovery needs you face. Control-C, on the other hand, provides a comprehensive solution that meets the TPB's requirements and ensures your business's financial data is secure and recoverable.
We'd be happy to schedule a call to discuss your specific needs and demonstrate how Control-C can help you achieve compliance and ensure business continuity.
Sincerely,
Campbell Green
Control-C.com -
1 vote
An error occurred while saving the comment Campbell Green
commented
newbie Test comment
Thanks for the thoughtful responses and feedback. I wanted to clarify why the idea of “unvoiding” an invoice or reusing its number isn’t as simple as it might seem.
When an invoice is voided in Xero, it’s not just updated—it’s marked as a final, irreversible action to protect the integrity of your financial records. Reversing that action would mean undoing everything that happened as a result: tax calculations, inventory updates, payment records, and even external system notifications. That’s a complex process, and it’s not just about changing a status—it’s about safely rewinding multiple layers of accounting logic.
Also, Xero may not store a full version history of the invoice before it was voided, which means it can’t easily restore it to its exact previous state. Without that history, “unvoiding” could lead to errors or inconsistencies.
Paul Canavese - For integrations (like with BigCommerce), relying on invoice numbers as the main identifier can cause issues. Ideally, integrations should use a unique internal ID that never changes, even if the invoice is voided or edited. This avoids conflicts and keeps systems in sync.
Yes, this post was AI-generated—but that’s actually a strength. AI can look at all the use cases in this thread, remove emotional bias, and offer a clear, logical view of the problem. It helps us see the bigger picture and understand the deeper technical and compliance challenges involved.
A possible middle ground could be allowing invoice cloning or offering a short time window to undo a void, with proper audit logging. But broad reuse of invoice numbers would likely introduce more problems than it solves.
I have attached a little more detail for those interested in the tech.