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Attach files to your financial data

UPDATE (June 30, 2014) – since writing this post we’ve added a number of new features for Files – including being able to send files via online invoices - check out Help for the latest updates.

Today cloud accounting moves beyond transactions and reports to include files and documents as part of the full financial data picture. Welcome to Files in Xero.

Traditionally, the files you create and receive as part of your business have been stored away in filing cabinets, shoe boxes or in some hidden folder on your computer. While many of these are directly related to your business, it’s not always easy to locate them when needed. With all your business data in Xero, it no longer makes sense to store your financial data and files separately – and this will make collaborating with your advisors even easier.

Files lets you attach multiple documents to almost anything in Xero and have them right at your fingertips, exactly where you expect to find them. Files can be associated with invoices, transactions, expense receipts, fixed assets, contacts, chart of accounts, bank accounts and even manual journals.

Xero has had single file attachments on bills and receipts for a while – but that was really only the beginning.

How will Files change the way you work?

  • What about attaching contractual documentation associated with one of your clients, loan documents for a bank account, or a picture of a fixed asset. Or even attach a photo of a client?
  • Store company incorporation documents for easy access by your accountant or bookkeeper.
  • If you’re a startup looking for funding or to be acquired, why not create a contracts register so you’re always ready for Due Diligence?
  • Accountants with not-for-profits, how about encouraging them to upload their source financial documents for you to make the audit process more cost effective?
  • Bookkeepers – win new clients by making Accounts Payable processing central to your service offering.
  • If you’re a franchisor, ask franchisees to upload their full business reports each month so all performance information is available.

We know you’ll find plenty of reasons to bring all your important business documents into Xero.

We’ll let you store 1GB to begin with – that’s about 20,000 typical Word docs and enough to keep the average small business going for many years. We’ll provide for increased storage in the future.

Behind the scenes we’ve worked with leading providers to deliver the same security, reliability and availability you’ve come to expect from Xero. Your files are fully encrypted and using geo-replication, are stored in multiple locations so you can rely on them being available when you need them – anywhere, at any time.

You can also look forward to being able to email files directly into your Files inbox – for example, you will be able to create a forwarding rule whenever any of your suppliers email you an invoice to have this automatically appear in your inbox from which you can quickly create a bill. We’ll be adding email support over the next few weeks.

Files is one of a growing list of features that make cloud accounting compelling. Like Bank Feeds, when you see Files you’ll wonder why it hasn’t always been this way. We think eventually all online accounting software will work like this. If you know people that are still working in a desktop disconnected fashion, show them Files.

You can find more information about Files and other updates in today’s release notes in Help.

Let us know what you think and enjoy!

 

Read more about Company News

 

217 comments

Andrew Moore
21 October 2013 #

Absolutely cracking update. This adds another level of functionality to Xero, making it even more of a hub for our business information.

Alex Hammerstein
21 October 2013 #

yet another piece of the jigsaw comes together. Well done, great addition.

Russell du Plessis
21 October 2013 #

Sweet! Now to get all scanners (Iphone 5s) to all regional staff.

Darren Brooks
21 October 2013 #

Agreed. This is a great feature which will allow users to store all important accounting information in one place and share the data with advisor’s.

Heidi Seal
21 October 2013 #

This is a game changer! Great work Xero

Sandy Hemopo
21 October 2013 #

Making life so much easier in the office. Brilliant update :)

Megan
21 October 2013 #

ANOTHER BRILLIANT UPDATE TO THE SYSTEM XERO – THANKS FOR MAKING OUR JOB EASIER EVERY DAY!! A+++

Jeri
21 October 2013 #

Oh wow. Awesome update. Can’t wait to learn this and all about the iTouch release for my Ecosystem Expert Update webinar next week. I was getting worried that I wouldn’t have anything to update on this month, but Xero always delivers :)

Gayle Buchanan
21 October 2013 #

Yay, thanks guys – no more receipts in the washing (well hopefully!)

Paul Bulpitt
21 October 2013 #

Congratulations. Can’t imagine how much work went into this.

Bill McGeown
21 October 2013 #

Any way to bulk export all your files out of Xero?

Not being able to attach the same file to different locations/areas/places and having to upload it each time will end up being pretty annoying if you are trying to track multiple contracts across multiple invoices for single contacts etc. Surely the ability to attach the same file to multiple locations without re-uploading can be added?

Also, you support .zip and .rar but no .7z? Also .doc, .xls and .odf, but no .ods or .odt?

“Leanne Boyce
21 October 2013 #

AWESOME! Can’t wait to show my clients – I agree with you Heidi – This is a game changer!

Andrew
21 October 2013 #

Great addition – only one frustration however, it now adds a two click process to adding attachments rather than one click before … not a biggy, but bit of a pian when you doing hundreds of invoices

Craig Walker
21 October 2013 #

@Bill 7-Zip? Nice. Those file types are really just an oversight. We wanted to whitelist file types for security reasons so we will definitely have missed a few. We’ll be adding more file types over time – I’ll make sure these ones get in.

The ability to attach the same file to different locations is something we did allow. We will probably bring that back actually. In the meantime there is a workaround: go to the Files screen – upload the file and put it in a folder (do not leave it in the Inbox folder). Then use the “Add to new” drop-down to create new transactions from there.

@Andrew You can drag files in and they will automatically upload – you don’t have to use the “Upload Files” button if you don’t want too (assuming I’ve read that right)

Maria Kalinowski
21 October 2013 #

Congratulation. Great help.

Matthew
21 October 2013 #

Question – Re this feature and existing file attachments when a Xero entity ceases business but needs to keep all tax records for 7+ years per the law. Can the files be accessed if one switches to the ledger plan for those 7+ years at a cost of ~$500? (Which I assume is the only existing option other than (a) maintaining dual records or (b) downloading again one by one). Thanks

James
21 October 2013 #

F’n awesome.

kariem
21 October 2013 #

A very good start Xero. Well done
I have just tried the files in my xero account and it worked fine. However i think email forwarding will prove more beneficial as most of paypal/ebay/amazon invoices are emails only and not pdf files. Also as users we all should also consider exit strategy from the beginning and hence I feel there should be an easy way to export all files data from one location should someone wish to unsubscribe from Xero.
But congrats Xero for working on a highly demanded feature.

David Rynne
21 October 2013 #

HOLY SMOKE ! Just dragged & dropped 116 scanned expense invoices straight in with 1 click. Dang ! this is good.

Well done Team Xero. More innovation from Xero in 1 year than I have seen in 10 years from Team MYOB

Glen PERGL
21 October 2013 #

Well done guys.. another example of how to get 10 out of zero, I look forward to using this function.

Nickie Sheehan
21 October 2013 #

Love, love love this new feature! Thanks Xero.

Craig Walker
21 October 2013 #

@Matthew Every version gets Files – if you switch to Ledger then your files will absolutely still be there and completely accessible.

@kariem Let’s start with the export out. This is absolutely coming – this is your data and you will be able to get it out of Xero in the unlikely event that you decide to leave us. It’s technically more difficult than it sounds – and we have to decide what are the best options here (providing a zip of all your files? being able to export them to another cloud vendor such as Google Drive?). Good opportunity to raise this as a feature request on http://community.xero.com (we’ll probably provide the zip option in the first instance).

On the email in – there is a thread on the community regarding that already: https://community.xero.com/business/discussion/2838014/ I’m still trying to think of the best way to do this. We’ll be releasing the ability to email in attachments very soon – however I haven’t really considered capturing the email itself as it’s own file (is PDFing the forwarded email good enough?). This topic has definitely got me intrigued about what we can do here.

Thanks for all the feedback so far – keep it coming!

Elizabeth Salter
21 October 2013 #

Good stuff!

Lisa Difford-Stamell
21 October 2013 #

Tokes I think I love you!

Bill McGeown
21 October 2013 #

@Craig Cheers for the info on files etc. Yes, a whitelist is always a good idea, and certain extensions will always get missed from it. Whenever I see this sort of thing certain “non-common” extensions always get missed off the initial whitelist.

Re the same files in multi-locations: the add new is ok, but not necessarily workable for our workflows, especially when you can’t copy the contents of invoices and journals etc. Best solution I’ve come up with is to have a window with our own file system on another monitor with Xero on the main, and drag and drop onto Xero.

Is file deduplication and/or compression on regarding our file stores and the 1GB limit? Will multiple files that are exactly the same all contribute to the size limit?

Bill McGeown
21 October 2013 #

Sorry for the repeated comment, but is a Dropbox style secure desktop syncing program being considered? Will the “Files” system be available to the Xero API?

James
21 October 2013 #

Really impressive. Can’t wait to start using it with clients.

Kent
21 October 2013 #

Will functionality to send the uploaded attachment with the client invoice be added soon? This feature is crippling us timewise as our labour breakdown is logged through a 3rd party program. Cheers

Glennis Stuckey
21 October 2013 #

Wow! Awesome!

Kerrin Olsen
21 October 2013 #

Absolutely awesome feature! Well done guys :-)

Craig Walker
21 October 2013 #

@Bill Currently the 1GB limit is soft. But the way we will calculate usage will be smart about duplication etc. There are no plans to do a desktop product – that stuff is really hard (ask anyone that works at Box or Dropbox). However the full functionality will be available to the Xero API – so you could always try to build one yourself! (They are going to release support on Spend/Receive money first and work their way through the other parts of Xero based on demand)

@Kent Yes – this is an upcoming enhancement.

Steve Shepherd
21 October 2013 #

I was just wondering whether you are doing Google Drive or Offices 365 integration like you do in WorkflowMax?

Being able to tag documents already in another cloud services that contain expense claims or costings or proposals and invoices. This would be another great step…

Natasha Faux
21 October 2013 #

Managed Users cannot add documents and files? This is a big oversight!

Melanie Power
21 October 2013 #

FANTASTIC – AWESOME!! Love it!! Thanks Xero…..Yet again – true innovation….IT truly is Beautiful!

Nora Molnar
21 October 2013 #

Wooow, many thanks guys, you make absolutely easier our job!!!

Nick Routledge
21 October 2013 #

This is a great new feature, thank you! I’d also love the ability to email uploaded files with generated invoices in Xero for things like timesheets that are required by vendors in my industry. I don’t see this as being a major change but something that could be easily plugged in to the email function. Keep up the good work.

Patti Scharf
21 October 2013 #

Love!

Sumit Rai
21 October 2013 #

Excellent! Makes complete sense…

Sean
21 October 2013 #

THIS. This is pretty cool!
Any plans on being able to let a customer see a file attached to an invoice?
would cut down double handling at our end even more.

Even cooler would be ability to take a photo and upload from iOS, while creating invoice, Quick reference!

John Elliott
21 October 2013 #

How embarrasing for MYOB/Quickbooks…

Craig Walker
21 October 2013 #

@Steve We decided early on that we wanted Files to be an integral part of Xero and not require people to have an account with another storage provider (nor deal with the complexities around synchronization). It’s simply another piece of data that is part of Xero that we control the security, backups and availability as part of our wider data story.

@Natasha That IS a big oversight! I’ll look into this.

Peter Kearney
21 October 2013 #

Hi Guys

Yea, this is good, but its a bit redundant. We can already do this with Google Drive and we get a spreadsheet and document viewer. It would be better if this ran with Google Drive and used the Google toolset. Also there is no real link between the transactions in Xero and the documents stored in this facility. It would REALLY be a game changer if there was a spreadsheet type interface in there that got dynamically updated with Xero balances: a la TM1 / Hyperion / PALO. Sorry to be a wet blanket but I really want much more.

Cassandra Scott
21 October 2013 #

Nicely done Xero – already got clients contacting me about how we now bring this into our workflows. Can’t wait to start playing around!

And…. how fantastic is it that the guy who wrote this part of Xero is in here, communicating with the end users, and not just sitting in a dark cubicle somewhere coding away without any real understanding of how the product is being used in the big wide world!

There are a number of other software providers that can take a leaf out of the Xero playbook on how to engage FULLY with their customer base.

Kudos Xero …… again!

David Kidston
21 October 2013 #

Oh Yeah, I have so been hang out for this update.

Carl
21 October 2013 #

This is brilliant and the process is simple. Will similar drag and drop and inbox functionality make its way to Xero workpapers?

Jayden
21 October 2013 #

Does the Xero App support this?

OHH ohh oooo This is awesome. I thought some time ago this would be a good idea. So you read my mind right!!?

Linden Roberts
21 October 2013 #

Guys, please invest in a Crocdoc’s like HTML viewer so that you don’t have to go to the trouble of downloading the files to view them.

This is a step in the right direction, but a long way to go before you have a beautiful implementation of it.

Jerry Zhao
21 October 2013 #

Great!

@stevechaneycpa
21 October 2013 #

Total Awesome. Another Standing O for Craig Walker…. I just uploaded an invoice to a bill and was able to sync and pay with Bill.com. Now we can have all files within one system and use Bill.com as a payment and receipt system. How beautiful is that!!

Amanda Plimmer
21 October 2013 #

This is really a great update as the files appear to upload more quickly and can be viewed clearly with zoom in and read without downloading
What would make it super charged would be if your could email files to the file folder as you can in workflownax

Delwyn Wilkinson
21 October 2013 #

Great idea but doesn’t seem to be working, I keep getting error messages when I try to upload a document.

Sarah M
21 October 2013 #

Awesome feature thanks. Will try out a paperless accounting month for the very first time! Having a quick play with attaching files, it doesn’t seem to allow function to print the sales invoice and the attachment together as one PDF (eg invoice and timesheet). Am I missing a step here, or is that feature on its way sometime? Thanks :-)

Charles Klvana
21 October 2013 #

Fantastic work guys, yet another game changer! I’m looking forward to introducing this to our staff at our weekly training meeting this morning.

Geoff Annesley Smith
21 October 2013 #

Can I store photos

Robert Kelle
21 October 2013 #

New user to Xero and I see this being extremely helpful. What would be really great is to see expense receipts captured in Harvest or Expensify pass through via the Xero API.

Kurt Krueger
21 October 2013 #

Looks great, now add a way to the mobile app to take a picture of an expense item and create the expenditure directly from the app.

Craig Walker
21 October 2013 #

@Peter Always good to be wanting more – we love that our customers want us to keep innovating. I think I get what you mean on the spreadsheet stuff – definitely something we’ve talked about. As mentioned above we really wanted to bring the source documents as close to the Single Ledger as possible. Doesn’t mean we won’t be looking at the ability to “attach from cloud” at some point. Lots to think about.

@Carl Yes – but no timeframes yet.

@Amanda That’s coming very soon (the wider Files feature-set is being staggered over a few releases).

@Delwyn Weird. Can you please submit a support ticket? We can’t have you missing out on all the fun!

@Sarah That’s a future enhancement. We would have to decide how that works across different file types.

@Geoff Absolutely!

@Cassandra Thank you very much for your comment. To be honest I’m a little narcissistic with the stuff I’ve built and love getting the direct feedback (good, bad, constructive or whatever).

Cameron Pitches
21 October 2013 #

This is a great start – I love the Xero philosophy of starting simple, then building on the function in response to customer demand. Really like the inbox paradigm where you rename and sort documents before associating with a Xero entitiy.

For my 10c a “document expiry date” field would be good so that you could receive a notification when a supplier contract or other time sensitive document is about to expire. Getting into the contract management space a bit here I guess.

Also enhanced searching is going to be required as more and more documents get added – allowing documents to be tagged could help here. A “document date” field could also help here too (could default to the upload date).

John S
21 October 2013 #

Great job guys! Blew past my expectations :-). Keep it up!

Luke Thorn
21 October 2013 #

Amazing update! Agreed with Kurt Krueger – mobile app for uploading pictures of expenses would be the best.

Southern CPA
21 October 2013 #

Xerocon USA SFO 2013 revealed this awesome addition. But my mentor wants to know if the Files feature includes a “spell check” function. Lol.

Samantha Brutman
21 October 2013 #

Excellent update guys, just wondering when the QUOTE section will be added into xero, can t do jobs and invoice if we CANT DO QUOTES

Cheers

Pat
21 October 2013 #

good. Im looking forward to using this

Bruce Arnot
21 October 2013 #

Please send me info ….
Where do I get a support document to ask for help
Can I store a separate XLs/sheet to a spot for constant reference by all staff

Bruce Arnot
21 October 2013 #

An excellent new opportunity for us!

Bibek Nepal
21 October 2013 #

Excellent feature, I am sure this will significantly contribute to make accounting jobs more simple.

Kim Wykes
21 October 2013 #

Wowee!!! I’m loving the drag and drop from my computer folders (it’s so quick!), especially the fact you don’t need to “edit” the transaction to drag the file over and upload! I’m working on getting clients’ files ready for accountant for year end, and am dragging in all the source documents for business purchases etc – it’s great that you can add multiple files to one transaction too. Love it guys!!!

Michael Dietrich
21 October 2013 #

Great Update!!

Suzie
21 October 2013 #

Is there an email to file inbox function? a lot of my invoices come in via email it would be great to press forward to a xero-inbox address and go from there.

Alex Muir
21 October 2013 #

If we could email files it would be great to photo (scan) and email on the run.. then when it comes to reconcile the file is ready to go!

Peter London
21 October 2013 #

This is a total show-stopper. Well done.

I’m not sure the accountants will like this so much as it will cut down on their work so much and hence their bills. Or that’s the theory at least.

The tax folks will be amazed when they want to do an inspection – they won’t even need to visit your office!

I use Evernote to hold our paperwork; and I’ll stick with that for various reasons.

But well done again.

Nick Fiori
21 October 2013 #

@Xero – will files already attached to transactions i.e. before this Files release, contribute to the 1gb limit?

Andrea
21 October 2013 #

I’m excited about the new feature! I just tested it with two files and liked it straight away. I have put a big note on my next week’s to do list to implement this! Thanks for the great work and I’ll come back with more feedback once using it!

Ryann Galea
21 October 2013 #

Great feature, But has anyone else noticed uploading files through the Xero Touch app makes the receipts basically unreadable, the JPEG compression literally makes them useless to read in my files area in Xero.?

Is there an option to turn up the quality anywere?

Craig Walker
21 October 2013 #

@Cameron Good ideas! You should raise these as feature requests in the Community (https://community.xero.com/business/topic/23/).

@Kurt @Luke You know you can do this now right? Unless I’m misunderstanding “expenses” – you can take a photo and upload it to an expense claim receipt. You can see it in action here: http://youtu.be/p-TAx23Gz_Q Other use cases will get delivered as Xero Touch adds more features.

@Suzie @Alex Lots of questions regarding this – but yes – there will be an ability to email files via email into the inbox coming very soon. We’re looking forward to getting it out there.

@Nick Probably – we’re still working through this.

@Ryann This is an issue with the Xero Touch app itself – the app compresses before it uploads. Will send this to our mobile team and see what they think.

Mark Mannering
21 October 2013 #

Well done. I’m running a Xero training course here today and just showed them the feature and they loved it! BTW, I had to apologise for not having the new feature in our training manual. The feature was only added yesterday (Sunday!!!!!)

I have a comment/suggestion: Would be nice if you had the option to email the PDF invoice with the uploaded file as an attachment!!

Ruairi
21 October 2013 #

Would you guys consider adding .msg and .eml support?

I’d love to expand my Outlook addon to allow people to save emails/attachments to invoices and expenses.

Dominique
21 October 2013 #

Brilliant, a great feature! Well done Xero team.
Next improvement could be being able to reconcile the bank using invoices and credit notes (in the matching window)

Ryann Galea
21 October 2013 #

Craig,

Thanks for the direct reply. I thought this was the case, and at the moment wil be forced to upload to my drive account and send across as a file upload.

Thanks for chasing it up, would be much easier through the app, something i have been waiting for, for some time now! Awesome

Ryann,

Gary Evans
21 October 2013 #

Awesome feature. Love it !

Maureen
21 October 2013 #

Really great feature but I still long for better reporting. The option to report on a date range with year to that date and budget to that date would be really helpful. Not just to the current date but any date range within the year. Does not seem possible without exporting to excel.

Layton Duncan
21 October 2013 #

@Ryann Layton here, I work on the mobile team here on the iOS Xero Touch app. If you’re using the latest version on iOS, then this is an issue which has been resolved in the big update last week.

If you’re using Xero Touch for Android, then this is a known issue. Others on the team here are hard at work rebuilding the Android app from the ground up, and the upload image quality will be improved substantially as a result of that.

Ryann Galea
21 October 2013 #

@layton!

Yes i’m part of the Android army, and was mighty envious when i seen the iOS update. lol

Been waiting on the new xero app and again assumed this was on the to do list for the new app, i noticed everyone is tight lipped on the release date of the Android app tho? we talking weeks, or months?

Thanks Again!

Quality Cleaners Limited
21 October 2013 #

What – do you guys never sleep?!?
You seem to be always improving Xero.

ghjulia
21 October 2013 #

Thank you so much Xero this is really great!!!

Paula
21 October 2013 #

Xero team – you have made our day here in our office. We can finally start to do away with the majority of the boring filing we do every month, and the boxes full of records we have to store for 7 years. Fantastic effort guys!

Matt Vickers
21 October 2013 #

Hi @Ryann – as noted on the Xero Touch for iOS blog post, the Android app is well underway and we’ll share updates on Android when we have them. We don’t have any further updates at the moment.

Daniel
21 October 2013 #

Absolutely fantastic. Thank you for another great feature.

John Browne
21 October 2013 #

As a new user coming on stream as of Jul 1 2013 this is a really nice advance. Everything in the one place

Kieran
21 October 2013 #

Hi Layton,

With the xero iphone 5 app, is there going to be an option to upload photos for bank transactions via your iphone?

Cheers

Kieran

Simon
21 October 2013 #

Given that this is hosted in the US, why should we trust you with our files? Especially since that puts them under the jurisdiction of US law, especially the Patriot Act, without the benefit of protection from the Constitution?

Cassandra
21 October 2013 #

This is a game changer alright, Firefox users can no longer play.

Paul
21 October 2013 #

We import our receipts from Shoeboxed.com (http://ssqt.ch/1euyQIQ). They store a scanned copy of the receipts in our account there. Any chance of having the files from Shoeboxed come over automatically along with the data we import?

Keep up the great innovations!

BlueZulu
21 October 2013 #

I’m not sure if this is written somewhere but could i restrict the file access? I.e. I only want my account and I to be able to view the files and not the employees?

Arun
21 October 2013 #

Excellent feature.
Will this get into Payroll? I would love to attach paper timesheets to employee pay runs and Employment contract to employee. Any workarounds?

Rod Drury
21 October 2013 #

@Simon we’ve covered this extensively in the past.

We have proactively taken a lead in cloud issues with together with others in the industry to establish a Cloud Code of Conduct. Our position is if any authority wants to access our customers files we would argue hard to inform our customer and let the normal legal processes take place.

Practically we haven’t seen any issues or believe it is a major issue for small business owners globally. Pretty similar to using Gmail or Office 365. We’ll watch what the big boys do closely.

Richard
21 October 2013 #

Looks great! Defo a game changer.

The 1GB limit does worry me though. The trouble is that sometimes the files that you want to load have images embedded in them or the client is not savy enough to reduce the resolution when doing scanning.

Is there anything in the pipeline to enable us to reduce the file size (through something Xero does in the background) of the files that have been uploaded? I realise there are tools out there but I am thinking you Xero could include it as one of those Settings options when you hit the dropdown against the file.

Personally, I would be happy to turn the document from whatever it currently is (word docs etc.) into pdfs if they were brought right down in size.

Tom Trainer
21 October 2013 #

Great functionality, but the quality of this “help” video is so bas as to be virtually useless. Why couldn’t a reasonable quality video have been used?

Alex
21 October 2013 #

very nice update, but I fear this will wed the user to Xero to such a degree that migration to another platform will throw you out of compliance with record keeping laws if your were to completely migrate to this way of record keeping. The only way I see it is that you still need your shoebox because of legal compliance just in case Xero fails you, goes out of business, or you simply want to move to another platform.
But otherwise a nice feature.

Alan
21 October 2013 #

That is awesome. Great feature. you have listened and delivered again that is why I LOVE Xero.

Kaye
21 October 2013 #

Loving this, now if only you can apply this to employees, then you can attach copies of medical certificates or other important information

Fantastic release Team Xero! Love the ease of use

Denise Twigger
21 October 2013 #

@Xero you’ve done it again!! Another reason why this product is fabulous!

johnatdewings
21 October 2013 #

Looks like a great development. Well done.

Just wondering – is there a way to see a central (and possibly searchable) index of all the documents uploaded to the system? If not, any plan to add this? It seems at the moment, if you add a document to a transaction, the document is essentially ‘lost’ unless you can recall the specific transaction it applies to. There doesn’t seem to be a central repository you can reference.

How, for example, would I find a document that I knew I had received and allocated to an invoice, if I couldn’t recall which specific transaction it was attached to?

Integration with Google Drive would be great, as someone has mentioned before. Similar to how Insightly have done it. Where you can associate either a file or a folder.

Deborah Small
21 October 2013 #

Great work – thanks so much!!!!

kate
21 October 2013 #

Brilliant guys thank you

Sharon
21 October 2013 #

Love the idea of this. I have attached a couple of PDF’s to some transactions but when I go to open them it’s just a blank grey screen. Also, will you be added tiff files to this facility?

Scott Illingworth
21 October 2013 #

Another great addition to an already fantastic product, keep innovating guys!

I may have missed this (don’t think so but hey its early) but can you not attach documents using this new functionality which require submitting to a client along with the invoice i.e. a timesheet or statement of work ??? causes us so much pain at the moment.

Also, is a self-billing process at all on Xero’s radar for the near future, we currently shoehorn this into teh purchases workflow so lose masses of functionality such as invoice distribution etc

Emma Thompon
21 October 2013 #

Help… We have always added PDF copies of our invoices from dropbox against every Purchase Invoice raised in Xero, and now suddenly we cannot do this anymore. I have tried writing the invoice name in several different formats when uploading to the new folder I’ve created in files, but I keep getting the same message ‘Sorry, the file name in invalid’. What format do we need to use to save documents? Currently we use ‘our numerical reference (space) suppliers inv number (space) supplier name’. I have tried using underscores instead of spaces but it makes no difference. I have not been able to process a single invoice in the last hour trying to find a way round this new system so any help is greatly appreciated!

Lucian D
21 October 2013 #

Excellent! Keep up the good work!

David Smith
21 October 2013 #

Thanks – This will help so many clients, and it is easy to use.
Looking forward to email integration.
The workflow can be from bank rec to spend money to attach doc, or from doc file to spend money to matching. Not sure yet of the best way to do this yet…

Rich
21 October 2013 #

Small suggestion:

When viewing a list of account transactions, it would be nice to have a small indication in each row whether there is an attachment or not. Perhaps a little paperclip icon. It would help me keep track of what I’ve added receipts for and what still needs attention.

Sarah
21 October 2013 #

I’m a small biz in Sydney and always thought accounting too complicated for me. Its not with xero! I love the control and choice I feel xero gives me. I love my accountant Peter Dunoon too for encouraging me to migrate and learn. Its beautiful, thank you!

David Carr
21 October 2013 #

It’d be AMAZING if the files feature in Xero read invoices and parsed the data so you could add bills by uploading files

Also, it would be amazing to email the files to xero as so many invoices are sent via email.

John
22 October 2013 #

Great functionality thanks Xero. Can we please have quote functionality next? Pretty please…

Naomi
22 October 2013 #

This is a fantastic update — very happy about it.

What I would need to make this work on a deeper level for my clients is a more customizable user profile. For example, I have many clients that only want read-only access to all their data (so they feel reassured that they wouldn’t mess anything up), but I also need them to be able to approve payables in the system for an accurate audit trail. At the moment, I can give them read-only access to everything, but they can’t approve bills. And I can give them approval rights, but then they wouldn’t be able to see their data. And if I give them standard access, some of them worry about pressing a wrong button.

Might seem silly, but in terms of reassuring my clients, would be really great to customize a user profile to exactly what they need / want. If we get there, I can see really making use of the files upload. Until then, I’ve been giving everyone read-only access and running AP through bill.com for the approvals audit trail.

Thanks!

Matthew Minshull
22 October 2013 #

Looks like there is a bug when uploading multiple files from a network location.

I have tried using Ctrl+A (all) and Ctrl+[left click] to select just two files and I get a ‘File Not Found’ error message. Uploading a single from a network location works fine.

Looks like I will have to download the files to a folder on my Desktop and upload from there!

It would also be great if Xero remembered the last location it uploaded from.

Otherwise, great work guys ;)

Scott Mooney
22 October 2013 #

I’m sure there are valid reasons this came first, but in my eyes purchase orders and quotes are a far more important part (and missing in Xero) of an accountancy package than uploading files….

Derek
22 October 2013 #

When Rod’s email last week said “game-changer” he wasn’t lying! Great job Xero team!

Suzanne
22 October 2013 #

Hello,
When a supplier emails me an invoice I download and add to dropbox, can I download this directly into Xero now?

Radu
22 October 2013 #

Amazing- Excellent! Well done Xero!
Thank you

Craig Walker
22 October 2013 #

@Paul You should to talk to Shoeboxed about this. Our API allows it (and other similar products such as Receipt Bank already do it).

@BlueZulu Currently the Files screen is only available to Standard and Financial Advisor roles – so it will depend on the roles you’ve assigned to your employees. The rule for attached files is if you have rights to see the transaction, then you can see the files attached to that transaction.

@Richard We’re still working through the details of the limits at this stage – so don’t get too worried about it. Conversion is possible but not something we’ve thought about. We are using compression on the storage side (encrypted then compressed), however it doesn’t always help (images and PDF’s are often already compressed).

@Alex We’re not planning on going out of business any time soon ;) But I understand your point. We are adding the ability to extract all your files: this is your data – we’re never going to hold it hostage.

@Arun @Kaye Absolutely – this is coming. Unfortunately there is a lot of stuff happening with Payroll right now so we weren’t able to get this feature into Payroll with our V1 rollout (managing change across projects is very difficult). But this is absolutely something we will be allowing.

@johnatdewings We actually had this in an earlier build – but a lot of the complexity came down to permissions (who has rights to see that file when it’s found etc). So this will be coming – but still some things to work out before we can get this into production. In the meantime we are adding little icons in all the list views (more will be coming in the next release) – this will at least show you which transactions have attachments.

@Scott Attaching and sending is coming. Would self-billing be solved in some respects by purchase orders? At least creating a better flow (PO to invoice)? Thoughts?

@Emma Looks like you’ve uncovered a bug. Looking at it.

@Rich We are adding little icons in all the list views. Currently they are viewable in Bills and in Expense Claims. We’ll be adding more in the next few releases.

@Naomi This is a popular feature request. While a completely custom user-permissions profile is some way off, we may be able to create the exact profile you want as a new role. If you haven’t already, please vote for it on our Community: https://community.xero.com/business/discussion/71511/ You may want to add your own flavor to that discussion – outlining specifically need you need.

@Matthew Remembering the last location is an operating system thing – it should just work – I can’t control that from the browser. Interesting you’re having issues from a network drive. That could be browser related (is it a mapped drive on Windows? And what browser are you using?)

@Scott Purchase orders are coming next month. Quotes will follow on after that (the screenflows look awesome – they’ll be worth the wait and will leverage the ton of work gone into POs). Note: POs and Files have been worked on at the same time by 2 different teams – this was not a matter of choosing one over the other.

@Suzanne Assuming you want to add the file directly to Xero instead of putting it in Dropbox, then yes.

Phew! This has been a very popular feature and a very active blog! Hopefully answering your queries in bulk like this is OK with everyone – seems like the only way I can keep up!

Matthew Minshull
22 October 2013 #

@ Craig Apologies, now that I have actually added files (via the Desktop method) I confirm that Windows does remember the last file location :)

My network location is Office 365 via Windows Explorer. You may be right, it does appear to be browser related. I was talking about Chrome, but I have now tried IE, which doesn’t even allow you to select multiple files from this location!

I will stick with uploading from the local drive as it prompts me to make regular backups of Office 365.

However, I think direct Office 365/ Google Drive integration may be the best solution – with files stored in Xero.

Tomi
22 October 2013 #

lovely addition. However, it will be nice to have the option to send the attached documents along with the invoice via email within the system.

I am sure that will come soon.

Chris Dixon
22 October 2013 #

I tried dragging an attachment from an Outlook email and it didn’t work. Outlook isn’t mentioned in the list of things you can drag from (so maybe it would work if I tried from an Outlook web client in Firefox) but it would be a real time saver if it did, as many files come in via email. Being able to drag the whole email (.msg) complete with attachments would be great, but warning if you try this the gets moved to your Outlook deleted items folder!

James
22 October 2013 #

Hi guys this is a great update but im struggling to upload files from my mac :( are pages and xero not friends?

the QUOTES idea would be very handy :)

and the last thing being able to add 2 maybe 3 different email address and naming them kind of like what you can do using apple products.

Craig Walker
22 October 2013 #

@Matthew No need to apologize! Will look at the network drive issue – I believe it’s something to do with pathing.

@Tomi Yes – sending the documents to customers is coming.

Craig Walker
22 October 2013 #

@Chris This is a file-type issue – hoping to get this fixed as soon as possible.

Matthew
22 October 2013 #

Another browser-specific issue. I have a number of upside down PDFs which I have received and have no means of permanently rotating them. What browser are you using in the above video, which allows rotation in the preview window?

V R
22 October 2013 #

Outstanding!!!! This is a HUGE improvement! Nicely done, guys!

Scott Barrington
22 October 2013 #

Very cool update, great job. Some kind of Google drive or Box integration would be perfect.

Craig Walker
22 October 2013 #

@James We missed that file-type (we’re whitelisting file-types for security). Will add that as soon as possible.

@Matthew The rotating feature is for images only. The PDF renderer uses whatever is the default for that particular browser: the Chrome one is very simple – the Firefox one is more advanced & IE requires Acrobat. We’re hoping to change this so that we actually provide an image-based preview of PDFs which will get around your issue. In the meantime though you’ll have to turn your head ;)

chris
22 October 2013 #

this is what was needed and that’s why I use Xero !!!

Susan
22 October 2013 #

This is great….but the users in Canada are still waiting for some basic functionality like the ability to cut cheques from Xero! And the taxes are also proving not flexible enough for our country. Please let us know when we can expect these features. Thanks.

Steve ICC
22 October 2013 #

Really good development, thanks.

There must be a lot of us who have previously sent attachments with our invoices, ie supporting documents, lists, reports etc, mostly as PDFs. currently I have to follow up with a 2nd email from outside of Xero (unless i have missed something).

Is attaching a document(s) from within “Files” to an invoice on your list?

Steve ICC
22 October 2013 #

looks like Tomi (10 above) beat me to it, and I saw your answer. Thanks.

Nigel
22 October 2013 #

This is brilliant – good work!

Does anyone have anything definitive that shows that HMRC will accept this kind of cloud storage as sufficient backup?

Sudha V
22 October 2013 #

is there any way we can have search option..so that we can search for files with particular Name, Date..etc..??

Beryl Oldham
22 October 2013 #

Great idea – I have often wished for this feature!

Alisha
22 October 2013 #

HI

great addition! do you have to have saved the file that you drag and drop? for example can I save a PDF invoice I have been emailed without first saving the PDF on computer.
thanks

Johnny MacAvoy
22 October 2013 #

@Susan Good news is that we’ve done the scope work for Canadian localisation so improvements will be coming. Can’t offer an accurate timeframe as we haven’t yet scheduled the work but aiming for next year. In the meantime, have a look at checkeeper.com/xero – they’re a Xero integrated add-on who will allow you to print cheques.

Nigel
22 October 2013 #

Please can we have an iPhone app purely for getting files in to the system? Just take a photo, and it uploads the document to the files area? No logging in, no faff – possibly a chance to name the file.

Penny Walker
22 October 2013 #

Just read the last 144 comments so thought I’d add my bit and concur with Stuart M’s tweet on Orange Girls tweets that “that Craig must be a very clever guy” but so are all the other Xero people and must mention Rod who started Craig off (and Catherine) on such a great journey..

Craig Walker
22 October 2013 #

Hi Mum! Thanks for that. No feature requests from you then?

Kerry Farley
22 October 2013 #

I’ve always scanned an invoice as a PDF and then added that as a file attachment to all my purchase entries, including for one large client. I’ve just checked all prior attachments in my client’s file and they load properly and are viewable as a PDF but prior attachments in my own practice file will not open. The attachment is there but when I click to open it, rather than opening I just get a dark grey screen. Just wondering why all OK in one and not the other?

Jenni
22 October 2013 #

The best accounting software out there was just made even better. Luv you Xero….

Ruairi
22 October 2013 #

@Craig
“@Chris This is a file-type issue – hoping to get this fixed as soon as possible.”

Just to confirm, are you saying you are adding .MSG file type support?

Mehru Naqvi
22 October 2013 #

Great addition of yet another much wanted feature……….

Thanks xero.

Joshua
22 October 2013 #

This is the way for future

Mark
22 October 2013 #

I have tried to use this but unfortunately keep getting error invalid file name – is anyone else having same problem? If not what internet browser are you using. I am using Google and was previously able to attach PDF files to supplier invoices without any problems but since the new function has been added I am no loner able to do this. Anyone able to help?

Craig Walker
22 October 2013 #

@Kerry There seem to be some problems with older files (ones uploaded prior to the release) – we’re looking into it.

@Ruairi Yes – we’re adding .msg support.

@Mark A few people have had this problem – we’re preparing a fix for it – some logic is being a little too strict. Sorry for the inconvenience.

Emroy – Print & Design
22 October 2013 #

Absolute amazing work Xero!! Keep it up =)

Emroy Print and Design
22 October 2013 #

Absolutely fantastic work! Thanks Xero =)

Kerry
22 October 2013 #

HI Xero

Fantastic new feature! Used it today already. Fantastic for transferring across the payroll file from SmartPayroll and then to upload the payroll report from the bank. Total audit trail complete in one transaction all stored in Xero!

Thanks!

Geoseph Tan
22 October 2013 #

It’s like hitting two birds at one shot Great Job!

Winston Quizon
22 October 2013 #

Don’t remove any comments here. Don’t suggest to add comments if you’ll gonna remove some of them. #$&^!&*^$@!!

Karen
22 October 2013 #

Hi Xero, absolutely love the new ‘FILES’ feature have used it today.
Keep up the excellent work.

Duncan
22 October 2013 #

Brilliant update! Getting on well with it so far.

However, a client is hoping to be able to add documents to staff members in the contacts screen, but this does not currently appear to be possible, is this something in the pipeline perhaps?

Andrew Haynes
22 October 2013 #

lol @ Craig & Penny. That’s awesome!

Scott Bradshaw
23 October 2013 #

Cool, I’ll get right on to implementing this in our own business, and then take it out to the clients

Grant Johnson
23 October 2013 #

Nice work Xero this is a handy feature. The drag and drop of a file straight from an email is very nice. One little bit of feedback for ya, when I went back to check on a PDF of a contract I’d uploaded to a contact the preview just showed a blank grey screen and I thought it hadn’t worked for me. I checked on a second file and got the same result but this time waited longer (10-15s). Eventually the preview appeared. Perhaps a little loader might help.

Sheila
23 October 2013 #

I love you!!!! You complete me!

D
23 October 2013 #

How much is this going to end up costing ? You say its a free trial.

Craig Walker
23 October 2013 #

@Winston I haven’t removed any comments – including this one. We try to be as open and transparent as possible. Have you commented elsewhere on the blog or this post that did not get through?

@Duncan Staff members? Is that in Contacts or in Users? We definitely allow documents to be uploaded on Contacts, however currently we are not allowing documents on Users (though that was more of an oversight than an explicit decision).

@Grant Some people have reported a similar problem. Looks like we’re having some browser related issues with rendering PDFs. And you’re right about a loading indicator…

@D I’m may be confused but our pricing is here: http://www.xero.com/pricing The Files feature is bundled into that pricing and available in all versions.

Sharon Buczynski
23 October 2013 #

I haven’t seen an answer to Alisha from yesterday, so sorry if i’m asking a question that has already been answered. I’m trying to drag&drop files directly from an email – is this not possible? This would be my biggest use, for uploading supplier invoices, usually pdf’s. Thanks

Craig Walker
23 October 2013 #

@Sharon You may have to save them to your file system first (unless I’m mistaking what you’re asking for). We’re also adding the ability in a coming release to forward those emails directly into Xero so that might be even easier for you.

Asheley
23 October 2013 #

Hi there :) Thanks for your fantastic work.
With this new update though, I’m now unable to attach PDFs to invoices. Tried other types of files (jpg, tiff) and it worked, but not PDF’s. The files have letters and numbers in the names and are under 100kb- I work on a MacBook Pro and use Firefox- all updated software.
Cheers;
Asheley

Ashika Pal
23 October 2013 #

This is great. We are loving it. Its going to make things so much easier. Thanks so much XERO!

Craig Walker
23 October 2013 #

@Asheley Does the file look like it’s attached but is unable to be viewed? Or do you get an error on upload?

Angela H
23 October 2013 #

LOVE this new feature. So glad Xero listens to customer requests. This drag and drop function is brilliant.
Can you just confirm that any documents attached to Sales invoices ARE NOT seen by the customer? Sorry if this has already been answered. Thanks

Karen Zanetti
23 October 2013 #

Absolutely great! Love new ‘FILES’ feature have used it today. Can I use it in Payroll Employee File to attached all personnel documentation. Urgently need this – pleeeease :)

Craig Gribble
23 October 2013 #

Keep getting error message trying to upload a pdf file. Help??

Duncan
23 October 2013 #

@Craig Staff members that appear within the contacts section, but were initially set up within the “Pay Run” function. They seem to be the only type of contact you cannot add any attachments to at the moment.

We’ve also heard from clients that they would like to:

set up folders to be viewed by different users with different access rights;
set up Sub-folders within folders;
search their folders

I’m not sure how difficult these features would be to implement but they would certainly be very useful!

Many thanks,

Duncan

Anne
24 October 2013 #

So happy that I can attach credit notes as well as invoices now.

Mike Kerfoot
24 October 2013 #

I got excited about accounting software yesterday. Great new feature, and a really great first step. Good job Xero.

Mang Inasal
24 October 2013 #

Xero is a very simple accounting software. For a first timer user like me, I think it’s very handy and effective. Thank you.

Nure Alam
24 October 2013 #

Hi Craig,
We can’t upload PDFs as well. Please have it fixed ASAP as it is affecting our work rigorously.
Thanks

Vinod Kumar
24 October 2013 #

Oh! this is a good feature i am able to review with the invoices attached done by our bookkeepers! well done xero team

Alistair Lam
25 October 2013 #

IE10 doesnt support.. it will show “Sorry, invalid file name”. But when I use chrome, it works. Can tell me what I have to set in the IE to let me fix this issue?

Craig Walker
25 October 2013 #

For those having issues uploading files from Internet Explorer, there is a known issue and we’re working on a fix for early next week. This is easily solved by using Google Chrome (http://google.com/chrome) – but obviously that’s just a workaround for those that want to continue to use IE. If you do find that you can’t upload files – try Chrome first and then log a support request.

For anyone having issues viewing PDF’s in the previewer we have a medium term fix for this which I’m hoping to fast track as soon as possible. In the short term I’ve added a “Download” button in the toolbar of the preview window for PDF’s. This will at least allow you to download the PDF if you need too. I realize this isn’t a great option but we’re still investigating exactly why some of you are having these issues. To be honest I like my medium term plan but I need more hours in the day to make it a short term one :)

Thank you again for all your support, feedback and ideas on the Files feature so far. Still lots to do but we’re excited about what’s coming down the pipeline in the next few releases.

Craig Walker
25 October 2013 #

Also! For those waiting for new file types, Xero now supports uploading of email files (.eml & .msg), 7-zip (.7z), more OpenOffice formats (.ods & .odt), and iWork (Keynote, Pages & Numbers).

Hopefully everyone that raised these as missing is reading this blog. We will update Help Centre with the new file list as soon as we can.

Thanks

Ashika Pal
25 October 2013 #

Hi,
I tried dragging and dropping files into XERO using IE 10 but they were not uploading. It keeps coming up with a message: what do you want to do with filexxxx; Open, Save or Save as. Any option selected doesnt work. What could be wrong?

Craig Walker
25 October 2013 #

@Ashika IE10? IE10 should support drag & drop (previous versions of IE do not). If you’re getting that message I would assume it’s because you might be running IE in compatibility mode. The information here should determine whether that is the case: http://windows.microsoft.com/en-us/internet-explorer/use-compatibility-view#ie=ie-10

Dave Heffernan
25 October 2013 #

I second Karen Zennetti’s comments

‘Absolutely great! Love new ‘FILES’ feature have used it today. Can I use it in Payroll Employee File to attached all personnel documentation. Urgently need this – pleeeease’

Vincent Fletcher
25 October 2013 #

Hi Craig (and the guys at Xero).
I didn’t see my particular query addressed above (correct me if I am wrong), but the ‘Email Invoice’ feature we use often for sending the Invoices along with the Xero generated PDF to our customers.

What would be useful is if there was a way to attach one or more of the uploaded files along with this e-mail, as we often have excel sheets which provide supporting data to the Invoice itself, and our customers struggle when they get 2 different e-mails (one with Xero Invoice, one with supporting data… yeah, we deal with some real winners..) – as a result we have to download the PDF file from Xero and then create another e-mail manually so we can attach both files, which takes away the quick and easy fun of clicking the ‘Email Invoice’ button.

marcus
27 October 2013 #

Hi guys, the new files feature is a great idea. What would be even better is if you allow for a file picker of a file. Reason I say this, is we use cloud storage document management via Google Drive. It makes no sense for us or anyone else for that matter to now start doubling up file storage locations. It would work so much better if you allowed a file picker from Google Drive or other cloud storage. Keen to see this as a feature and it is very easy to add.

Thanks,
Marcus

Mark
28 October 2013 #

I can imagine the attachements would make life a lot easier for auditors. When vouching for invoices / receipts if they’re attached to transaction it will save a lot of time. Good job Xero.

Luca
28 October 2013 #

Files upload to slow compared to other icloud servers. Please add the function to upload a folder other then single files.

Paul Ferguson
28 October 2013 #

I can see why all are excited about this update. Haven’t had a chance to test it out yet but I certainly will. I have files stored in the cloud and use xero, putting the whole lot together will certainly remove the double handling. The ideas are there and continually improving the service is paramount. The only down side is the time involved in scanning and uploading information and putting it in the right place. We need to develop systems to do this; good if sales are large and quantities are low but when they are the other way around, it creates some issues. Good concept we will certainly look at using it thanks.

Wietse
29 October 2013 #

Any news on the attachment problems mentioned by Kerry? http://blog.xero.com/2013/10/attach-files-financial-data/#comment-52607

Having the same problem over here; all my attachments, which were previously uploaded to Xero, are gone. When I press the download button I get the following message:

File not found or unavailable

An error occured while trying to load the file. Please try again.

Chris Dixon
3 November 2013 #

@Craig you say above that it is not possible to drag a file attachment directly from the email it came in, and it is necessary to save the file somewhere else first. Why can’t I just drag it from Outlook which would be a great time saver?

Craig Walker
6 November 2013 #

Sorry I’ve been a bit tardy on replies lately:

@Vincent This is a popular request and is most certainly on the roadmap. Looking at early next year for release of this.

@marcus We decided early on that we wanted Files to be an integral part of Xero and not require people to have an account with another storage provider (nor deal with the complexities around synchronization). It’s simply another piece of data that is part of Xero that we control the security, backups and availability as part of our wider data story. However the concept of being able to “attach from cloud” is most certainly on the roadmap, though there are some complexities around doing this.

@Luca There will be some latency issues if you are at the extremes of the Internet (New Zealand, for example). This will be something we look at over time – it’s not an easy problem to solve unfortunately.

@Wietse Have you contacted support? There were some issues but we’ve hopefully resolved those this week. Let me know if you’re still having problems and I can investigate directly.

@Chris I have investigated this (it’s been asked by others). Seems to be mail client dependent. From Apple Mail it works – but Outlook it doesn’t. It’s really based on how the mail client actually deals with attachments. There is nothing I can write in Xero to make this work – it’s environmental. Coming very soon you’ll be able to forward that email to an Inbox sitting inside Xero – that will be the best way to get that attachment in without having to save it locally first.

Nigel
6 November 2013 #

Hi Craig,

In your last post you mentioned a forthcoming inbox inside Xero. If this could accept CSV files and be used for manually importing bank statements (no feeds available with my bank) and also for importing invoices that would be extremely useful. The manual import process is currently relatively clunky compared with all the clever whizz bangs you’ve been adding recently!

Craig Walker
7 November 2013 #

@Nigel Nice – good management technique that one. However what you’ve suggested is actually a really good idea… We’ll add it to the roadmap!

Nigel
7 November 2013 #

@Craig Great – thanks! This would be a much simpler and cheaper way to get my office database to relate to my accounting software than the API.

Peter Ryan
10 November 2013 #

Hi Craig
The uploading of PDFs and JPEGs is working well. It would be very helpful if I could see which transactions have files attached without going into each one, one by one.

If the Account Transaction View and or the GST Audit Report could show a small flag identifying that a file has been attached it would be of great assistance.

Then I could shred my shoeboxes, Ha Ha.

irish
11 November 2013 #

how about for employees? i wanted to attach their w-4′s and w-9′s to the employees in my contacts but the option is not available.

David
12 November 2013 #

Hey Craig, FILES is a great feature and a substantial upgrade, However the holy grail is INTEGRATION, and I feel Xero is not quite there yet. There are three things that need bumping up the To-Do list, and they are all joined at the hip.

They are 1. contacts integration (Outlook/Apple Mail/Gmail etc), 2. cloud storage (SkyDrive/Google Docs/Box etc), and 3. a Xero INBOX for the automatic importing of FILES (I know not exactly the same thing, but FlightTrack/TripIt for example).

INTEGRATION is absolutely the key, as nobody wants to maintain duplicate lists, and everyone wants simplification.

With these in Xero, end users could then SYNC their contacts directly into Xero by adding for example a ‘Xero Contacts’ category in Outlook and simply adding in their contacts as required.

But what does this have to do with FILES, simple.

Once the Xero contacts are automatically on SYNC, you then add your Cloud storage credentials into Xero, and Xero would create your document tree automatically (/SkyDrive/Contacts/ABC-XYZ folders).

The ABC-XYZ foldernames and folders would be automatically generated, and to input new FILES, end users would simply email them to the Xero INBOX which would split multiple PDF’s into individual docs, and OCR and save them into the correct folder.

Speaking on behalf on hundreds of end users, how easy would that be . . .

Nick
16 November 2013 #

This is really awesome. It would be great though, when generating a new Invoice, Bill from an existing FILE, if it would open up that new BILL with a ‘split’ screen mode. so it has a PDF preview on one side, and the data entry part on the other… (We can virtually do that but have to press a few buttons and move the box around…

Great work guys

Sylvie Eymin
19 November 2013 #

absolutely awesome!

Mary-Clare Switz
20 November 2013 #

Hi there,
It would be really nice to be able to attach a remittance advice received from a customer to the receipt … any chance of this happening??

Tom M
28 November 2013 #

Hi All,

This may have already been answered, but a quick skim has not uncovered the answer.

Two clients of ours have been trying to upload PDF files to sales invoices and the customer’s page before you view their report. Word .docx files upload, however nothing happens for PDF’s. has anyone else noticed this? could this be a user setting issue?

Thanks,

Tom

DM
29 November 2013 #

@Tom M – If you are using Firefox or IE, then we have the EXACT same problem! I have written to xero about this!. Xero replied saying they know about it and that the “problem” is PCs with the latest Firefox or IE (which happens to be the majority of business internet users). Their solution was to use Chrome (really?)! This is very frustrating because we are not allowed to use Chrome @ work. Just hoping they fix it. Perhaps try writing to support to ask them to support this feature on these browsers?

I posted a screen capture of the bug on Firefox here: http://xero-bug.s3.amazonaws.com/xerobug.html

With IE11, same thing happens, but without any sort of error message. Ugh.

Luca G.
21 January 2014 #

Same problem with Firefox on MacOSX Mavericks. Please fix it.

Elton
24 January 2014 #

It would be good if we could force the user to add file attachments to certain expenses eg. New Capital, Repairs & Maintenance, Donations. The setting for this could be in the chart of accounts edit account. Please vote https://community.xero.com/business/discussion/3936213/

Jane Scott
30 January 2014 #

+1 for the idea already mentioned above by Peter Ryan & Rich – indicating the presence/absence of attachments in the Account Transactions listview. And the same for any other listviews or reports that show any elements capable of holding attachments, such as the Invoices listview, the Bills listview, the Detailed Account Transaction Report, etc. It doesn’t even need to be an icon – just a number showing the amount of attachments would be fine. I understand this is on the way but as always, the sooner the better for us :)
We plan to attach relevant receipts/invoices to EVERY transaction, so being able to see at a glance any transactions that are still missing attachments would be a massive timesaver. Thanks!

Andrew Tokeley
31 January 2014 #

@Jane – since the initial release we’ve added a small icon and number to a most (all?) of list screens around the app – including the account transactions, contact and invoice lists. We are hoping this covers what most people need. Note we haven’t yet planned doing this for reports too, but will be listening out for more feedback on this. Hope that helps.

Jane Scott
31 January 2014 #

Thanks @Andrew – I’ve just checked it out in a variety of listviews and it’s perfect for what we need. Many thanks for that!
Having the same icons on Report views would be great at some future point as well, but the changes you’ve made up to here are brilliant. Great work Xero team :)

Reuben Jackson
14 May 2014 #

I would like to be able to run our body corporate on Xero, and have 90 users with read only access, and have those read only users able to view the “Files” area. It appears that read only users cannot access the files tab, and that there is no way to publish files as reports, nor any way to make a files folder public. If we could publish all important files to Xero, then we would not need a 3rd party secure file system.

Heather Smith
29 June 2014 #

When you search “xero files” this is the first link to return. It would be good if on this older blog posts – you could incorporate the updates within the blog post as a EDITORS UPDATE or the like….rather than having to scroll through everything to work out what updates have and have not happened.

The update seems to be
1. Yes documents can be emailed.
2. A lot more file types can be added
3. Penny Walker is an awesome mum
4. the ability to view & download documents

I still can’t work out what happens if I want to download all documents in ONE hit – is that possible.

It seems QUICK WIN offer this service : With my Excel Addon (now certified since I last posted) you can backup all of your data, download all attachments and PDF’s on all invoices. You can even automate it all as I now have an API for Excel VBA and macros. Not to mention all the cool reporting you can do as well.
Come check out the 14 day free trial – http://www.quickwindevelopment.com

Heather Smith
29 June 2014 #

That last bit was a cut & paste if it looks odd – sorry

Andrew Tokeley
30 June 2014 #

@Heather – good idea, done!

You’re right, it’s not possible to download all your documents in one go. As you can imagine this could result in a massive file. So while possible, is not something we have planned.

Tristan
22 July 2014 #

Are you looking to build sub-folders into the document filing system?

Ruairi
14 August 2014 #

@Heather
Thanks for the mention!

I’d also like to add that my cloud service http://www.ledgerbackup.com allows you to backup both Xero Data and Attached files. You can do On demand and scheduled backups and everything gets saved to your MS OneDrive.

Blue33
3 September 2014 #

Is there a status on ‘sending files’ as attachments to PO’s or other items? The current PO process doesn’t seem to include file attachments beyond the PDF PO itself. All the PO’s in our industry require that we include graphic files / artwork files to our production request PO’s. Loving the product so far as we are new to Xero. File attachments into Xero is great, but we need to be able to share them with outside vendors.

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