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Emailing files into Xero and more

Today’s big news is our payroll launch in US but there are plenty of other things to talk about too.

First up, Craig Walker, our highly productive CTO, and his growing team in New York, have been busy enhancing Files.

Emailing files into Xero

You’ll notice a funky looking email address displayed on your Files inbox. This is unique to your organisation and any attachments you send to this address will automatically appear in your Files inbox.


Take a photo from your webcam

For Firefox and Chrome users with a webcam, you can now take a snapshot from your camera and have this added as an image to any of your Files folders. Inspired by a request on community and a challenge from his wife Catherine that she didn’t think he could do it (red flag to a bull), Craig knocked this out over a rainy weekend. Pretty cool and is, in fact, a very quick way to record document images quickly without having to take a scan or send an email.

Take a photo and email the file into Xero

Following on from the first release of purchase orders last month we’ve added the most popular request from all the feedback we received.

Search for purchase order delivery address by contact

Simply click on the Search by Contact option and select from one of your contact’s addresses.

Search contacts in Xero for a delivery address

We’ve also been able to tick off our 4th most voted for feature request!

Multiple email addresses on a contact

On each contact record you can add up to five additional people and their email addresses. You select whether to add each email to the recipient list on any outgoing Xero emails.

Multiple email addresses in Xero

But wait, there’s more.

Phew! You can read our full release notes in Help.

Plenty of other goodness still being worked on including improved reporting and EC sales and purchase reporting for the UK. More on this over the next month or so.

And one final note, the pricing changes we announced last month will take effect on Monday morning, local time.


Posted by on 9 December 2013.

Categories: Uncategorized

112 Responses

  1. As I said in a tweet this morning – Booyah! Xero is there anything you can’t do! Love the photo by webcam. I also know how game changing integrated payroll was in Australia. Hold onto your hats USA. Xero has landed!

    PS. Xero you might make me regret running my free monthly expert update webinar soon – so many releases! ;)

    by Jeri on Dec 9, 2013 at 10:26 am

  2. Woohoo, fantastic updates guys, thank you so much. Keep them coming!

    by Diane Crawford-Errington on Dec 9, 2013 at 10:32 am

  3. additional email address is not being saved

    by Ray Travica on Dec 9, 2013 at 10:43 am

  4. Love the email to files feature. But how about a user selected email address that is memorable and easy to communicate?! Other email services give you an option to request an email address and will either assign it if it is available, or suggest another similar one if not. I’d get in quick and select ad@xerofiles.com :-)

    by Kelvin Hartnall on Dec 9, 2013 at 10:46 am

  5. I think there is something Xero CANNOT do & that is come up with a offline system so we can still use it while updates are getting done, then once updates are complete & comes back online those ofline jobs are transfered over!!!!
    Now that would be a major update which would suit our business, can you do that Xero????

    by David on Dec 9, 2013 at 10:47 am

  6. @Kelvin – the main reason is we (and you!) don’t want this email to be too easy to discover by other parties. Imagine if someone else had chosen mad@xerofiles.com and inadvertently you received their sensitive docs – or even worse, someone started receiving yours!

    by Andrew Tokeley on Dec 9, 2013 at 10:52 am

  7. We can take a picture and add it to our accounting system but don’t even have basic inventory functionality. Seems priorities are skewed to the pretty end of the requirements list.

    by Jeff on Dec 9, 2013 at 10:57 am

  8. Thanks Andrew, really good point. I’m not too concerned about misdirected emails since this is a problem any time that you use email for sending sensitive documents, which is frequent in business. E.g. supplier sends me a quote or invoice via email and types in the wrong email address. But I hadn’t considered your point of the email address being easily discovered by third parties. I wouldn’t want to log into my accounting system and find that my Files Folder was full of adverts for Viagra! So I accept my email address needs to be a bit cryptic :-)

    by Kelvin Hartnall on Dec 9, 2013 at 11:03 am

  9. Great features added on guys but I’m still holding my breath on an on-charge facility. We get a suppliers invoice which has to be on-charged in full or in part and has to be re-entered from scratch in Sales. :)

    by Adrienne on Dec 9, 2013 at 11:05 am

  10. Files email feature is fabulous as is the webcam photo feature. These are both going to transform my working life because they will make it easier for my clients to scan receipts and email documents.
    And loving the multiple email addresses.
    smiles from me this morning.

    by Janet Aitken on Dec 9, 2013 at 11:12 am

  11. Multiple email contacts . wahoo. Couldn’t you have added basic extra fields for these contacts though .. eg, their unique phone number, their job title. These simple fields would be soooo useful, especially for linked CRM add-ons.

    by Andrew on Dec 9, 2013 at 11:27 am

  12. What a stuffed full Xmas stocking that lot is … nice one you guys, plenty to play with over the break that’s for sure!

    by Gayle Buchanan on Dec 9, 2013 at 11:43 am

  13. Oh yeah! This release is a treasure trove of fantastic jewels – and that’s from a NZ user. I can only imagine the significance of the US and AU changes!

    @Jeri – you may need a special edition just for this release!!!

    by Peter McCarroll on Dec 9, 2013 at 11:44 am

  14. @Andrew – yeah you’re right, there’s lots we could do with contacts and do have plans to spruce this up more significantly. Just didn’t want our larger plans to get in the way of a simple update…

    by Andrew Tokeley on Dec 9, 2013 at 11:48 am

  15. @Peter – Agreed!

    I already up’ed it last month to have a Aust/US/NZ event and UK/Europe/Africa event at 10pm my Sydney time. January might need to be 1.5hrs with all the Xero and other add-on updates I cover!

    Not complaining Xero – keep up the amazing progress!

    by Jeri Murphy on Dec 9, 2013 at 11:49 am

  16. @Andrew – great, look forward to it. I hope @capsulecrm is listening :-)

    by Andrew on Dec 9, 2013 at 11:51 am

  17. Great to see features are regularly being added. However, there is a mountain of feature requests, many of which have a large number of users supporting their development/urgency – so I’m surprised to see what’s a challenge from a developer’s wife / feature request with a mere 5 votes trumps focusing on the development of features with 10 or 20 times the number of votes. One of my own issues is the time lost each week because expenses still do not support multi-currency (73 votes / 42 replies – proposed in Aug 2012). I do understand that some features are more complicated to develop, and quick wins / low-hanging fruits can sometimes make sense to prioritise – though the webcam feature surely doesn’t fit in that category.

    by Tom on Dec 9, 2013 at 11:57 am

  18. One very happy chappy!! 2 biggies…..Multiple email contacts & Files email feature Merry Xmas everyone!

    by Mitch on Dec 9, 2013 at 12:02 pm

  19. @Tom – according to Craig this enhancement was literally a rainy weekend’s work, so can probably still be seen in the low hanging fruit camp. You’re right it all comes down to balancing opportunity with priority – sometimes things that have a higher priority have to wait for the right resources to come free while quicker wins sneak past.

    by Andrew Tokeley on Dec 9, 2013 at 12:06 pm

  20. Hi, thanks for the updates

    re: contacts; it is so simple yet you seem to make it so hard for us. I have one client (company) with multiple contacts and accounts within that company. Why can’t I just add lots of contacts all with the same company for them all? surely it’s just a line in a mysql database?

    Adding multiple emails is a good start but it is really not that hard to have done properly.
    It only took one weekend to add a web-cam photo – it should only take about 4hrs to add a proper contact interface.


    by Mike Erder on Dec 9, 2013 at 12:09 pm

  21. @thebooksitters – Fantastic, especially multiple email addresses and delivery address. Great for large customers where we often need emailed to purchase manager, accounts department and sales manager. Another BIG tick for Xero.

    by Justine Turner Day on Dec 9, 2013 at 12:14 pm

  22. I get a lot of invoices as plain text in an email, would be cool if there were no attachments that you could convert the message body into a pdf and add to the files.

    I was pretty stoked that I can setup forwarding rules in gmail, and any invoices I receive are automatically sent to the xero files inbox.

    by Alex on Dec 9, 2013 at 12:26 pm

  23. Great to see you pumping out releases! Each release makes me more grateful that I chose to run exclusively with Xero.

    by Mark Lawton on Dec 9, 2013 at 12:27 pm

  24. I would like xero to have a delivery docket that can be printed as you do an invoice.
    delivery docket only needs the address and order number and the parts with no prices.
    This feature would save me heaps of time.

    by Alan Clarke on Dec 9, 2013 at 12:28 pm

  25. Hey, soooo… I’ve got this new email address that I would like Xero to send bills to!! They can still send all normal email communications to me on my main address but I want to set a new email address just for bills. Is that possible?? ;)

    Cheers, Douglas

    by Douglas on Dec 9, 2013 at 12:34 pm

  26. These features are great but when are we going to get some basic Sales By Customer reports. I am surprised this hasn’t already been at the top of your list. As a business owner I simply want to know and rank my sales by customer. Income By Contact would work if I could filter it for ONLY Customers and not also have other contacts including banks and credit cards showing.

    I have asked for this a few times now – surely it is not that hard!

    by Kevin Seerup on Dec 9, 2013 at 12:37 pm

  27. Get to see that releases are coming out, and improvements all the time.

    However, I couldn’t agree more with Tom’s comment above, multi currency expense reports have lots of votes (it would have had all of mine if you could vote more than once!!) and it seems like a no brainer for a supposed multi country, multi currency platform, and yet a feature for a desktop based web cam gets done??? What’s up with that?? (ie what is the practical benefit of this?) Are you not truly listening to customers??

    Also great to be able to upload multi files, but then on email a invoice you cant attached any of them? hopefully this is in a release soon….

    by Shaun on Dec 9, 2013 at 12:46 pm

  28. You need to display percentages on the profit and loss statements next to each expense. This would express the expense as a percentage of total income.

    by Rod on Dec 9, 2013 at 12:46 pm

  29. Nice work @Xero, another release.

    by Carl on Dec 9, 2013 at 12:50 pm

  30. I agree with Kevin Seerup I would love to know that as well, I was very surprised such a sophisticated programme didn’t offer that, and spent ages looking for that option a while ago only to discover it wasn’t available. Surely Kevin and I are not the only business owners that need this feature.

    But I do love the updates you have done lately, thanks very much.

    by Diane Blair on Dec 9, 2013 at 12:54 pm

  31. Lots of small steps for the UK here. All good.

    @Andrew – I’m interested in the detail of the multiple emails feature. I import all my invoices via CSV, which is how I get each customer’s name, address and email in to Xero. If the customer business change their preferred accounts email future invoice CSV’s will be uploaded with the different email address.

    How does this work with your new Primary Person and other People emails?

    If the first work is invoiced to boss@company.com and then the boss asks that future invoices get sent direct to accounts@company.com my future uploads will show the accounts email address. We don’t want to annoy the boss, or remind him how much money he is spending!

    But who will now be the ‘Primary Person’ and who the first ‘other Person’? And will the ‘include in emails’ box be ticked automatically for either of them. So who will get the second (and subsequent) invoices where the CSV shows accounts@business.com?

    by Nigel on Dec 9, 2013 at 1:12 pm

  32. @Alan – you can (kind of) do this using a special DOCX invoice template that generates a PDF that looks like a delivery docket. So you could create the invoice, set the branding theme to this docket template, print it, and then change the theme to your usual invoice brand. Not particularly streamlined but a work around until we do something better.

    @Douglas – at the moment you can only select which email addresses to appear in ALL outgoing emails. It’s not currently possible to say, “use this email address only for bills”. You would have to select all emails and remember to remove the one you only want to use for bills.

    @Kevin, @Shaun, @Diane, @Rod – we agree there’s more to do with reporting. New and improved reports are waiting for a large rewrite of our reporting framework. Once this has been done we can start to make these sorts of additions/changes.

    by Andrew Tokeley on Dec 9, 2013 at 1:15 pm

  33. @Nigel – we haven’t changed the way invoice imports (and contact imports) work, we simply renamed Contact Person to Primary Contact on the contact screen – but it’s the same data. Also, it’s not currently possible to set or update any of the additional People via imports.

    by Andrew Tokeley on Dec 9, 2013 at 1:32 pm

  34. Still waiting for Xero to introduce tracking of reimbursable expenses for importing directly into invoices (a basic feature in QuickBooks for many years). This is an essential for consultants and others to claim for reimbursement of expenses from their clients (without having to resort to workarounds).

    by Chris on Dec 9, 2013 at 1:47 pm

  35. Great stuff. As Andrew mentioned,expanding the email contacts, great idea as we do catering for 2 Councils, one of which has 52 head departments, one department alone has 14 contacts we take orders from and even then the invoice goes to the financial department, so year would be great for the extra contact fields. Keep up the good work.

    by Craig on Dec 9, 2013 at 1:54 pm

  36. Hi there, it is probably on here somewhere but is there or is there going to be an option to send files via email with sales invoices. i.e. we are a plumbing company that wants to send copies of purchases orders/site plans with the emailed invoice. Thanks.

    by Rosemary on Dec 9, 2013 at 2:08 pm

  37. Sounds great! Now if ONLY you can add Elders Rural Bank in with Auto bank feed all my Christmases will have come at once :)

    by LIAL on Dec 9, 2013 at 2:18 pm

  38. Hi

    Fantastic!!!! I’ve been adding in contact names in all places (where they shouldn’t be). This will make my life much easier thank you :0)

    The loading of the graphs slows down the loading of the pages badly. It would be fabulous if we could have the option to turn these off from loading. That way those people who like them and use them can see them, and people like myself who would rather the pages load faster and don’t use could ;)

    by Sue Parrott on Dec 9, 2013 at 2:18 pm

  39. Now you have photography why not a fixed asset register with photos and bar codes,
    Product list with photos, Construction Site WIP with photos.

    by Chris on Dec 9, 2013 at 2:22 pm

  40. Good to see these updates.

    @Andrew, in our particular use-case, we include the contact’s name (first and last) on the invoice, along with their email address and phone number. Because we work on projects for more than one person in the organisation, I was hoping that the multiple email addresses update would give us the option of choosing which of those multiple email addresses to use for each email. Without that, we are still forced go in and change the details of the primary contact person each time we create an invoice.

    I’m not sure if this applies to others out there, but being able to insert the [[Contact…]] fields into custom invoices implies to me that Xero expects us to use those contact details… and therefore the logical extension is that we would want specific invoices to go to specific contacts.

    It’s good to be able to send the invoice to the right person, but that isn’t useful if it’s addressed to the wrong contact.

    by Dari on Dec 9, 2013 at 3:25 pm

  41. @Rosemary – not yet, but check out Craig’s comment here – https://community.xero.com/business/discussion/98391/#answer3496971

    by Andrew Tokeley on Dec 9, 2013 at 3:27 pm

  42. Hi Andrew

    Sorry you missed my point, its not about reporting capabilities, its about being able to enter expense claims in native currency, with Xero performing the conversion to system currency.

    by Shaun on Dec 9, 2013 at 3:42 pm

  43. @Shaun – sorry, mixed your comment up with others. Afraid the answer’s not much better though. This is certainly something that’s been asked for but at the moment we are staying focused on, among other things, reporting, inventory and quotes.

    by Andrew Tokeley on Dec 9, 2013 at 3:49 pm

  44. @Dari – yeah, we decided not to tackle this yet. Things get a bit complicated. The existing contact field for email and DOCX templates always refers to the primary contact, regardless of which email you chose. As you suggest, we could use the contact name corresponding to the email address used but what would you expect to happen if more than one email was selected? A concatenated list of names? A warning that we can’t work it out? Default to the primary? Would be keen on your thoughts.

    by Andrew Tokeley on Dec 9, 2013 at 4:16 pm

  45. Simple time billing please. Nothing fancy. Checkbox to select a time billing line item, dropdown for rate, ability to enter hours an minutes.

    by Gethin on Dec 9, 2013 at 4:19 pm

  46. What about proper multi-currency handling?
    “Enter expense claims in foriegn / multiple currencies”
    “Invoice import to allow for importing invoics in multiple currencies”


    by Erwin on Dec 9, 2013 at 4:45 pm

  47. Awesome new features! The addition of the ability to email file attachments is huge! Already using this feature a ton! Bring on the reporting update!!

    by Jay Kimelman on Dec 9, 2013 at 4:46 pm

  48. Multiple email addresses – you don’t understand how happy I am for this. Some of my clinets need an email for the project manager to raise the invoice, yet I need another contact for following up payment. You have made my life so much easier !!!


    by Stayce Price on Dec 9, 2013 at 4:49 pm

  49. Hi

    I would like to see a feature from a quote where I can invoice my customer a percentage or flat amount (deposit) of the agreed quote as stages through the job being completed.

    I would provide a customer with a quote, itemised with several different items, lets say A,B,C & D.The customer may choose to complete part B and pay a deposit for part C & D and leave A for another time, this needs to be done easier.

    by Nicole on Dec 9, 2013 at 4:57 pm

  50. Anyone have any leads on how to convert PDF files to Excel in bulk very accurately and then forward on to an email address?

    by Jeff on Dec 9, 2013 at 5:36 pm

  51. Hi Adrew,
    It would be much helpful if you make some improvements in inventory item, Such that if we click an items and see its history,example when did we purchased it last time ,so that we can track expensive item how frequently we have purchased it.

    by Ali Ahmed on Dec 9, 2013 at 6:22 pm

  52. There’s been a lot of changes and I think it would be useful to have a summary.

    Also, no offence, but I’m not interested in what you’re doing for your various markets, only what’s relevant to me in the UK.

    Final word, up until about 7/8 months ago, we’d been using excel to run our accounts when someone suggested Xero.

    Convincing my husband to switch to Xero and join the 21st century was very challenging, as he’s old school and a bit stuck in his ways! But we did it and haven’t looked back. Only yesterday hubbie said it’s so much easier to do accounts now and thanked me. Hopefully those thanks will translate into a nice Christmas present!

    by Anne-Marie Wallis on Dec 9, 2013 at 6:37 pm

  53. Awesome work team! Thanks for making boring stuff fun and easier!

    by Rowena on Dec 9, 2013 at 7:07 pm

  54. Great to see the Xero team continue to invest back into the system, well done guys :) But have to say, really disappointed that the focus is on these enhancements when the basic functionality still remains unavailable, such as automatic receipts once a bill is fully paid. It’s a real problem and a shame that we have to use another package to generate this,

    by Gavin on Dec 9, 2013 at 8:58 pm

  55. Nice work on files but …… I still can’t just drag a file from an Outlook email message! This would be a great time saver as the forward option is still a bit clunky when you get emails for different organisations and have to carefully select/enter the inbox email address. What’s the problem with getting drag & drop fixed?

    by Chris Dixon on Dec 9, 2013 at 9:46 pm

  56. All awesome feature but still wanting the updating of prices in the inventory to push through to repeating invoices.. This will be a massive step forward.. Im sure for everyone, i cant think of why this wouldnt be needed..

    by Brett Precious on Dec 9, 2013 at 9:55 pm

  57. Many thanks to Andrew and his team.

    by George Machan on Dec 9, 2013 at 10:07 pm

  58. A list of email contacts, long overdue. Now all we have to do from a list of email addresses is remember what each person does in the contact organisation.

    Did it not occur to you to put the job title and direct telephone number in as well?

    Who advises you when you make these changes? or did you just wan to stuff it with as many quick updates as possible to justify the price increase which has been applied today, and which you gave your customers less than a month’s notice of?

    by Jeff N on Dec 9, 2013 at 10:53 pm

  59. Good to see progress although the December improvements are not relevant to my Practice. I have a lot of Clients who are QuickBooks users who I would like to move to Xero but the functionality is not yet there. Customer sales reporting, repeating transactions, and purchase invoices with the previously used coding applied automatically are just some examples. Being able to amend a sales invoice after payments were applied would save a vast amount of time when processing retail sales where the amount banked differs from the “till” entry. Also providing a running balance on an account report and a possibility of reconciling non-bank accounts would be excellent. All of these would save our time when dealing with small Clients bookkeeping.

    by Ray Baxter on Dec 9, 2013 at 11:26 pm

  60. Any plans on expanding full payroll functionality to global users?

    by Eldose on Dec 9, 2013 at 11:33 pm

  61. Could someone please explain the point of the webcam feature – why do we want to take photos of ourselves or invoices? Is the photo of an invoice better quality than a scan?

    by Kerryg on Dec 9, 2013 at 11:47 pm

  62. Well Ok…..I was a bit grumpy yesterday because I am so behind on my accounting and found out that there was another update. Reading through the changes, it looks like it was worth the minor inconvenience that seemed major at the time! Keep up the good work!!

    by Glenn on Dec 10, 2013 at 2:12 am

  63. The Xero Files update may be more exciting to me then the US Payroll release today. The addition of email functionality and the using a webcam for document scanning is brilliant! Great job Xero team!

    by Derek Draper on Dec 10, 2013 at 2:55 am

  64. Jeff
    9 December 2013 #

    Xero how about a comment in reply to jeffs post?

    “We can take a picture and add it to our accounting system but don’t even have basic inventory functionality. Seems priorities are skewed to the pretty end of the requirements list.”

    Stock control should be a priority or I will have to go else where!

    by Paul Frost on Dec 10, 2013 at 4:10 am

  65. @Chris Dixon I’ve spent quite a bit of time on this. Unfortunately this just isn’t possible because of the way Outlook works. What you’re actually dragging isn’t necessarily a file (as far as the drop event is concerned). If you can figure out how to do it then please let me know.

    @Kerryg If you don’t have a scanner then it’s potentially useful for that. When we add Files functionality into Payroll (coming soon) then it could be useful for taking a photo of the employee for use across the organization. Lots of uses – but really just a bit of fun.

    @Jeff @Paul As stated above, this really was a bit of fun I built on a Sunday afternoon at home. Sometimes we do stuff like that and it never sees the light of day – but this time I thought “why not?!”. You can’t equate “basic inventory functionality” with the ability to take a picture with your webcam, but please don’t think that one precludes the other. I understand your frustration and trust me when I say that inventory is absolutely a priority for us as well.


    by Craig Walker on Dec 10, 2013 at 4:42 am

  66. Multicurrency expense it still missing which very important to companies operate globally. Does Xero expect only local small bussiness to be their customers.

    I think this feature really need priority.

    by Mohsin on Dec 10, 2013 at 4:49 am

  67. So do you think you will come up with a offline system one day,where we can still use xero, while your updates are happening, as it is very frustrating in New Zealand when it is our busiest time to use Xero?

    by David on Dec 10, 2013 at 5:09 am

  68. Hi,
    Xero is really great – thanks for all the work!
    One problem I still have is:

    For some large coporations we work for different departments within the company. Most of the time this means there a different invoice recipients for one client:

    For example:

    INV. 1
    ABC Ltd.
    Dept. MA/SC-253
    attn: John Doe
    ABC-Street 1, 10000 Berlin

    INV 2.
    ABC Ltd.
    Dept. DB/AG-157
    attn: Jane Doe
    ABC-Street 1, 10000 Berlin

    I don’t think this is very uncomon (?)

    Right now we’re working around this by switching contact person and contact/company.
    This has a major disadavantage though: In the reports we can’t see how much income ABC Ltd. generates (despite having them in a contact group).

    What would help is:
    Beeing able to have several contact persons including their individual company adresses/-details under one company and beeing able to choose from there who to write an invoice to.

    Another thing what really would be helpful: a few more reference fields for invoices (they could be named “reference #1″, “reference#2″ etc.) – e. g. for client’s PO numbers, delivery dates/-periods.
    And/or a free text field as you have in purchase orders.

    by magro on Dec 10, 2013 at 6:07 am

  69. I am quite excited about these new updates and that full payroll is coming to a portion of North America.

    What would be incredibly helpful for us in Canada is to have the ability to print payables cheques from Xero instead of a two step process – enter the payment in Xero and hand write the cheque.You have been able to do it for the US, there is little difference in the formatting of Canadian cheques as they follow the same standard. Now that would be an excellent rainy afternoon project that saves users hours of time each week.

    by Beverly on Dec 10, 2013 at 7:06 am

  70. Will payroll be coming to Canada?

    Will you guys be updating the assets functionality soon (being able to depreciate by year (ie. In Canada we can depreciate 50% even if bought the day before the end of the financial year)). I was told this was coming in 2013 and still haven’t seen any improvements.

    by Jacob Komar on Dec 10, 2013 at 9:37 am

  71. Good update. The direct email of files saves us a couple of steps when filing receipts that arrive through email – excellent. It is great to see US payroll supported. So … is Canadian payroll support coming next?

    by Tim on Dec 10, 2013 at 9:58 am

  72. I agree with Alex – we get a lot of invoices as text in an email and currently we have to save as text, then as pdf.

    by vivienne on Dec 10, 2013 at 10:08 am


    by Steve on Dec 10, 2013 at 10:13 am

  74. It is good to get the files stuff released but there are a few issues:

    ***”Files” are not “Settings”***

    It seems you couldn’t work out where to put them so you just dumped them under a settings menu?


    I’m not sure where the best place is but it is not under settings.

    ***Can’t send HTML invoices***

    When you pay for something with PayPal and a bunch of other services they send you a receipt as an HTML email. So to get this into Xero I need to:

    * Print the receipt as a PDF
    * Email the PDF to Xero
    * Link this to an invoice

    I should just be able to forward to Xero and link to an invoice.

    ***Can’t link to existing invoice from inbox***

    When you are in your inbox you can only create new bills,etc. and not link to an existing one. You have to go to the bill purchase and upload it there. You should be able to attach a file to an existing line item from within the inbox.

    by Glen Barnes on Dec 10, 2013 at 10:56 am

  75. Love the email docs. Have already set up a rule in apple mail to forward invoices…determined next financial year my filing will be in the cloud instead of in a pile on my desk. So….how can I get an emailed invoice to become an entered bill….or at least able to be sent straight to a file folder so I can easily check which ones are entered??

    by Kris on Dec 10, 2013 at 12:25 pm

  76. I see comments and agree with on-charging (or what I call reimbursable expenses) so purchases expenses can be bought into a sales invoice. Im also used to job numbers to link work. Apart from that, I’m liking Xero a lot. Thx

    by Kathleen Riches on Dec 10, 2013 at 12:31 pm

  77. Actually, have now tried this out – invoice arrives in inbox and after I add it to a new bill, it’s gone! Sooooo good. Won’t miss any bills to enter. Won’t need any printer cartridge to do it! Yay xero.

    by Kris on Dec 10, 2013 at 1:11 pm

  78. Yet more fantastic features… love, love, love the added file functionality. Thanks @Craig Walker.

    by Nickie Sheehan on Dec 10, 2013 at 1:41 pm

  79. Can’t close the the file once it is open and I have to shut down Xero all together???

    by Luci on Dec 10, 2013 at 6:12 pm

  80. Now when do we get this in WorkflowMax – Practice Manager?

    by Mike Block CPA on Dec 10, 2013 at 8:03 pm

  81. Very happy about the multiple email contacts for an entity – thanks very much.
    Are there any plans to improve VAT reconciling and process? I still feel it is very much fingers crossed that I’m submitting the correct figures on a VAT return (UK).
    Thanks for your efforts and for listening to us.

    by Kate Fargher on Dec 11, 2013 at 12:02 am

  82. All great but none of it particularly useful, just ‘handy’. I was eagerly looking for multi currency import of bills, but alas nothing despite this being on forums demanded for a very long time and a huge time saver. Right now for us multi currency people all sales are imported as one currency and have to be individually approved and then reconciled. Why can’t it be imported using the xe currency default on the day to convert and then reconciled in mass accordingly where the amounts are within a tolerance. I’ll keep waiting.

    Payroll for UK would also be great, why only US?

    by Dan on Dec 11, 2013 at 2:47 am

  83. @Alex @Vivienne @Glen Totally understand this (I’m in the same boat). I’m just trying to figure out the best way to approach this. Is it to make the email a “File”? Or is it to parse the email contents into an HTML or RTF document and allow you to attach that? Thoughts?

    @Glen 1. We know :) There is an updated header coming in the next release that takes care of that (we needed somewhere to put it in the interim). 2. As above. 3. You can go to the bill directly and choose “Attach from File Library” and select the file there. You don’t have to upload it again.

    @Kris Not sure what you mean – when it arrives in your Xero Inbox you can create a new invoice or bill or whatever from there and it will automatically attach it (and remove it from the Inbox). Are you wanting to email direct to a bill? That may come. I’m also playing with having an email address per folder (will look something like xero.inbox.abcd.efghijklmnop+foldername@xerofile.com) – that way you can email directly to a folder rather than just into the Inbox. Would that help?

    @Luci Is this related to something to Xero Files?

    by Craig Walker on Dec 11, 2013 at 3:14 am

  84. Yo, this rocks. You just disrupted accounting software (again!). This will change our client’s work flows for the better, I think!.

    Now – on to the US Reporting features (what’s taking you so long Craig?) : )

    by Jason M. Blumer, CPA.CITP on Dec 11, 2013 at 3:42 am

  85. @craig: re “3. You can go to the bill directly and choose “Attach from File Library” and select the file there. You don’t have to upload it again.”

    I know but this workflow is broken. You should be able to attach a file from the library directly from your files inbox. Currently you have to go to the bill itself and attach from there. There should be an “Add to existing..” – https://www.evernote.com/shard/s2/sh/bd493907-1ccc-4d5f-bd4b-160f2446110f/404c2814681b4bda20ebaa5cc81b31c5

    Good to hear the others are being fixed. This will wave heaps of time…Now if you can only create bills automatically with the right amounts that would be ace…

    by Glen Barnes on Dec 11, 2013 at 11:26 am

  86. Multiple contact e-mail addresses was a welcome enhancement; nice job. And the ability to e-mail directly into Files is just cool. Great job Xero development team!

    by Tony - cool accounting guy on Dec 11, 2013 at 2:38 pm

  87. A chrome/FF plugin would be ideal to capture the screenshots, then I don’t need to always be logged in to Xero to get the file in there from a screenshot.

    my 2c

    by Jono on Dec 11, 2013 at 3:43 pm

  88. Multiple contact emails is a very grateful addition – sadly we do not seem to make this work, although we have double checked and followed the guidelines in the ‘help’ section.


    by Ali on Dec 12, 2013 at 2:21 am

  89. “I understand your frustration and trust me when I say that inventory is absolutely a priority for us as well.”

    What’s the timescale?

    by Paul Frost on Dec 12, 2013 at 5:56 am

  90. What Glen said in jest actually! @Craig, are you planning to be able to auto-create purchase invoices in Xero based on added files? I’m guessing for some suppliers with consistent invoice formats that should be achievable? That would be amazing!

    by Nigel on Dec 12, 2013 at 2:34 pm

  91. @Ali – there have been a some reports this by others and we are looking into it. It appears that in some cases, if you only add/update additional people then nothing will get saved. The work-around is to change some other information on the contact record before saving (then undo the change after) – we’ll fix this as soon as we can. Hopefully this will ease the frustration!

    by Andrew Tokeley on Dec 13, 2013 at 8:47 am

  92. Some previous comments mentioned that we can email an attachment to Xero files but not the body of the email. I had the same thought and came up with one idea. Using Outlook 2010, go to the File tab -> Respond -> More -> Forward as attachment. It works, but saves it as an email file it does not convert to a .pdf or anything like that.

    by Philip on Dec 17, 2013 at 9:51 am

  93. @Andrew, sorry about the delayed reply, but here it is:

    So for this scenario, we’d want to select the appropriate contact at the time of creating/editing the invoice.

    I’m thinking that given the customised DOCX template is only made to handle one contact field, how about providing a drop-down list of the available contacts for the organisation at the time of creating/editing the invoice and then you simply aren’t able to select more than one contact/email; you have to choose one from those you’ve entered. Do you think that would resolve the issue? I may be overlooking another use-case.

    by Dari on Dec 17, 2013 at 4:52 pm

  94. I started using this properly for the first time tonight.

    It’s great.

    However I think there is room to improve the UI, unless I am doing something wrong. I email in a purchase invoice, and would like to be able to see the preview while I type out the data on the Xero bill page. I can’t see both the preview and the bill form at the same time without downloading the image again or going back to the original email or document.

    Secondly, I receive invoices from people as .doc files which don’t seem to show up in the preview, though I can download the invoice. (Private individuals really do use .doc!)

    by Nigel on Dec 18, 2013 at 11:39 am

  95. @Nigel – glad you like it!

    I just tried and you can preview the attached file (as long as it’s one we support previewing) and fill out the bill at the same time. You may need to move the previewer around a bit but it was designed with that in mind.

    We are looking to extend the list of file types we can preview – DOCX is in our sights :-)

    by Andrew Tokeley on Dec 18, 2013 at 11:56 am

  96. @Andrew – Unfortunately emailing in a receipt that comes as HTML in the email body doesn’t show up in Xero’s Files. I assume because it needs to be a PDF attachment. However, 90% of the receipts I receive are not this way… which means I need to print and upload them, which is time-consuming.

    With Shoeboxed, I simply forward the email and it is converted into a PDF for me in there system. I would like the ability for this as well. Alternatively, make a Google Apps plugin marked “Send to Xero Files” that adds a button under an email, similar to what CapsuleCRM does.

    by Trevor Gehman on Dec 19, 2013 at 6:24 am

  97. @Trevor – yeah, there’s more work we can do here. At the moment, embedded images are sometimes picked up, but as you’ve seen it’s not guaranteed. One of the challenges is that some emails will have a number of irrelevant images (logos, signatures etc) which we don’t want to pick up. Thanks for the feedback.

    by Andrew Tokeley on Dec 19, 2013 at 11:48 am

  98. @ Mike Erder 9 Dec – I agree completely. The obvious thing to do is have a company/organisation name as a field for each contact. i.e. have 3 fields, First name, Last name, organisation (plus all the other info). Then when we go to send an email if we type in an organisation name the system suggests all the people with that organisation’s name in the organisation field of their individual contact profiles. That way each person can have a profile with all their info, not just name and email address and there does not have to be a 5 person limit. In database jargon it would be a “many to one” relationship. Like you say that is surely a simple thing to do in a couple of lines of SQL script.
    Not sure why Xero decided to implement the extra addresses this way, there may be a reason why. But like so many other Xero ideas this seems to have been designed by people in marketing and advertising not by database engineers or accountants.

    by Philip on Dec 20, 2013 at 12:09 pm

  99. I like to be able to add one file to multiple posts.
    For example: One photo has 4 times cash fees (fee paid by runners) for 4 weeks.
    So I enter 4 different amounts (as there are four deposits in the bank)
    I like to add the one file to these four accounts

    by Antony Daamen on Dec 21, 2013 at 11:57 pm

  100. @Andrew – Ooh – you are right. You can view the receipt as you enter the bill. The workflow is a little backwards if you start from the files screen though. What would work for me is ‘Create a new bill from this receipt’ which then shows me the Bill entry grid with the attachment showing. Otherwise I have to click to open it again.

    Also, please can we have a gallery view of receipts? Otherwise I have a list of files all called ‘invoice.pdf’ (not to mention image.jpg and twitter.jpgs etc!)

    by Nigel on Dec 24, 2013 at 7:33 am

  101. @Andrew. One more observation. Dragging the preview around in Safari 7.0.1 leaves wireframe shadows behind it for me.

    by Nigel on Dec 24, 2013 at 7:35 am

  102. Hi, this is a great new feature. May I second @Trevor’s request regarding invoices that are received as part of the email body itself. Perhaps Xero’s behaviour might be that, if there are no files attached to the email, then the email itself is processed and saved as a PDF, so that it can be attached to bills, invoices, etc. Many of my invoices are emailed to me in this way, i.e. they’re not attachments but part of the email itself.

    by Carl Partridge on Jan 13, 2014 at 11:26 pm

  103. Help needed – when I went to setup an autoforward to Xero Files, Gmail has asked me for confirmation code, which I cannot get due to Xero Files only displaying attachments. How did others set this up? Thank you @Alex

    by Max on Jan 17, 2014 at 6:13 pm

  104. 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/

    by Elton on Jan 24, 2014 at 3:39 pm

  105. Could the image preview for mac users use the system preview function, rather like Mailplane does it? I’ve no idea if that is possible from a ‘pure’ website, but it would be great!

    by Nigel on Feb 8, 2014 at 2:12 am

  106. I get most of my receipts as plain text. Could you please save these when forwarded to the email address as .txt files or convert them to a pdf. It is very cumbersome that I have to print my receipts to a file and then upload them manually.

    by Johan Bichel Lindegaard on Mar 13, 2014 at 10:48 am

  107. As long as you attach/email the file using an .txt extension, it should work OK. If you’re still having trouble let support@xero.com know. Cheers.

    by Andrew Tokeley on Mar 13, 2014 at 4:47 pm

  108. Hi Andrew,
    I am aware you also support .txt extensions as attachments. However this does not resolve the issue. The use case is that a lot of people uses automation to filter incoming receipts and invoices in their email clients. I have a filter that will automatically forward specific patterns to the xero inbox address. This is no good if the receipt is a text email with no attachments. If I have to download the email save it as a .txt file and then forward it to the address it defeats the purpose of this automation entirely.

    I managed to get around this limitation by writing a Google App Script that converts incoming Receipts to pdf’s attaches it to itself and then forwards the emai lot xero.

    You can fin the script here: https://gist.github.com/mrbichel/9521765
    Just insert your own xero files inbox address.

    by Johan Bichel Lindegaard on Mar 13, 2014 at 5:25 pm

  109. @Johan – ah, gotcha. Yes, that would be nice and is something we have on the list. Nice idea with the script ;-)

    by Andrew Tokeley on Mar 15, 2014 at 5:26 am

  110. As per Max’s comment above, I would also like to setup forwarding in Gmail. Has anybody able to do this?
    “Gmail has asked me for confirmation code, which I cannot get due to Xero Files only displaying attachments. How did others set this up?”

    by Will on Apr 11, 2014 at 5:38 pm

  111. @Max, @Will – unfortunately you can’t access the confirmation e-mail that Google sends to the Xero Files e-mail (that contains the code). Since it doesn’t contain an attachment we don’t put it in your Files Inbox. We are considering allowing attachment-less emails to be sent to Xero Files, possibly as a simple text file representation of the email content. If we do this – you’ll receive the code and will be able to complete the process.

    In the meantime – #Johan’s – script above is another alternative to forwarding that seems to work.

    by Andrew Tokeley on May 1, 2014 at 1:02 pm

  112. Hi,

    Just following up on the possibility of Xero automatically adding a pdf version of the body of the email being sent to files? It would be really handy since we could use that as the authorisation from the client to process the invoice and ask them to include the coding for the invoice on the email.

    Any progress on this?

    by Richard on Sep 18, 2014 at 1:57 am

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