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Accounting API: Invoices

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Bulk update approval settings for repeating invoice templates

Businesses managing many repeating invoice templates need to change approval settings in bulk. Provide a bulk action, in the Xero UI and/or API, to update approval status and related repeating-invoice settings without editing each template individually.

This is not a new idea but feedback on a recent Xero update which affected my invoicing.

I operate a business with approximately 80 weekly repeating invoice templates.

My workflow has always been to have repeating invoices created as Approved so I can review them before emailing customers. This is important because I manually add each new week date in the template email.

Following a recent update, my templates are now set to Approve for Sending, requiring me to manually edit every repeating invoice individually.

There is currently no bulk action to change the approval status of existing repeating invoice templates.

Please add the ability to bulk edit repeating invoice settings, including:

  • Approval status (Draft / Approved / Approve for Sending)
  • Email automation settings

I am the only one using this account and the only one sending all invoices. I did not individually change each and every invoice to "Approve for Sending" (to my detriment) - so it must have been as a result of a Xero update. PLEASE DON'T DO THIS AGAIN!!

It took me 30 minutes late on a Sunday night to correct each invoice individually before the invoices would have been sent shortly after 12am on the Monday!

Businesses with large numbers of repeating invoices can spend hours making simple administrative changes that should take seconds.

This would significantly improve efficiency for users managing recurring customer invoices.

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Lisa Martin shared this idea  ·   ·  Report…  ·  Admin →
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  • Patrick Sander commented  ·   ·  Report

    Bulk changes can make invoice approval much easier when there are many items to review at once. I like how this approach can reduce repetitive steps while keeping the workflow organized. For related record checks, https://iowa-license-plates.org can also be useful when looking up information quickly. Overall, a simple bulk approval process can save time and make routine tasks more efficient.

  • Dar Zuch commented  ·   ·  Report

    I also need this API functionality. It appears from the API documentation, Reoccurring invoices cannot be edited while standard Invoices can be modified.

  • Andy Dingfelder commented  ·   ·  Report

    If I have a product or service that has a monthly recurring invoices.

    There can be lots of customers that are invoiced monthly for this same product (xero recurring invoice).

    If I change the price for the inventory item they are getting invoiced for monthly, I was told by the help team that I will have to manually edit every single invoice that includes that item one at a time, to change the price?

    This seems like a very big task for such a common occurrence, so there should be some automatic way of doing it, either from an API, or via a simple way from the UI app.

    Hopefully I missed something in the help instructions, and there is a way of achieving this already, or it is something you can easily add?