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Helping you win new business with beautiful quotes

Posted 1 year ago in Product by Katie Shea
Posted by Katie Shea

Sending a quote is often the first digital interaction you have with a potential customer, so it’s important to make the right impression. We’ve made it easy in Xero – you can create a beautiful online quote in minutes, get customers to accept it on the spot, and quickly convert it into an invoice.

To continue improving your experience, we’re introducing an exciting new feature and fresh design to quotes in Xero. This is all part of our work to upgrade the technology that underpins our platform, so we can build new features faster than ever before.

Send files as email attachments with your quotes

In the weeks ahead, we’re rolling out a new feature that will allow you to send files as email attachments with your quotes. This means your customers can open attachments (such as terms and conditions, or a sales brochure) from the email itself, rather than via a web page.

This is a long-standing community request that will help you win new business and close the sale, by sending everything you need in one seamless communication.


The ‘Save’ and ‘Send’ buttons in quotes will also be located in the top right-hand side of the page, rather than below the quote. We’re rolling out this design across the Xero platform, so you may notice it looks similar to new invoicing and other upgraded features.

There are some other changes that you’ll need to know when using quotes in Xero. We know these changes to your workflow may take some time to get used to, but we are always here to support you if you need a hand.

  • To add a new inventory item, follow the ‘Add item’ link to the ‘Products and Services’ menu. You will need to refresh the page for the new inventory item to appear in the dropdown menu.
  • To add a new account, follow the ‘Add account’ link to the chart of accounts. You will need to refresh the page for the new account to appear in the dropdown menu.
  • To add a new currency, follow the ‘Add currency’ link to the organisation settings. You will need to refresh the page for the new currency to appear in the dropdown menu.
  • You’ll need to attach a file from your computer or device, rather than from your file library.

We’re always listening

The enhancements we’re making to quotes is just one example of how our upgraded technology is helping us deliver new features that you need. 

We’re committed to listening to your feedback and continuously improving your experience, so let us know what you think and we hope you enjoy using quotes in Xero to streamline your work and make it a beautiful experience for your customers.


Will Smith
June 21, 2022 at 2.27 am

I don’t get it – why not just beta test with a select group – then allow a further year (or two) where we (who don’t forget pay you monthly) can choose which quote system to use rather than foisting this on people. (You can then sort issues out without us moaning too much as we know it’s in beta).

Are you trying to impress a new VC or Investor?

Please view –

June 20, 2022 at 1.19 pm

I 100% agree – stop just randomly changing and upgrading things when more critical things need to be looked at.

Believe or not your current subscribers know a lot more than you are giving them credit for – try listening a bit more.

June 21, 2022 at 2.41 am

hate it.

June 21, 2022 at 2.43 am

The removal of new line added automatically and the save button at the top of the page are definitely backward steps in my opinion. Please change these back!!

Mal Gilliver
June 23, 2022 at 12.06 am

Totally agree, I now have to take my hands of the keyboard and click “add new line” an extra 10 times per quote – honestly I dread opening Xero to find a new ‘feature’ – As of next month I am looking at alternatives.

Martin Rhoades
June 21, 2022 at 5.47 am

a good change to make to the Quotes would be, when you copy to an invoice it copies the Reference, Title & Summary to the invoice and also assigns the invoice to the project that the Quotation relates to. if we didn’t need the same summary then we could change it but in reality I’m sure most people using Projects use the name of the job, which ultimately would be the name of the quote and also the name of the invoice. also your search tab allows you to search any word within quotations and invoices and bills but not projects?

Xero in reply to Martin Rhoades Xero
June 21, 2022 at 10.10 am

Hi Martin – thanks so much for your suggestion, which has been shared with our product team. We also recommend submitting it via Xero Product Ideas here. Thanks again!

June 21, 2022 at 7.03 am

I am not a fan of the new look for the quotes. Are we able to switch back to the old version?
Best regards

Dora Designs Ltd
June 21, 2022 at 10.50 pm

Do not like the new quotes at all. Previously the number we had in stock would show when entering a quote which was really useful. If an item was out of stock the system would tell you no stock available – now can send a quote with not knowing if we have stock – which is ridiculous. Entering an order takes a lot longer as have to check the product list before entering a quote.

Please revert back to the previous version – can not understand the thinking behind this change

Quality European Hardwoods Ltd
June 22, 2022 at 9.24 pm

I agree completely. When Quoting we need to see the qty in stock or if we are out of stock . This is a backward step leading to complete inefficiency in the quoting process which worked well before the change. I also agree that Xero should Beta test these type of changes with “power users” as is common in the software industry. Please revert back asap as it is killing our quoting process and making it more costly and frustrating to do business.

peter taylor
June 23, 2022 at 2.03 am

agreed its awful

June 21, 2022 at 10.04 am

Yuk. Go back to the original set up please. This new quoting look is terrible. Instead of asking all the above to get in touch with “your support team” how about getting them to reach out to your clients prior to changes. This process has made my management of quotes so much harder. As with invoices, give us a choice to change back! I’m in the process of quoting several big jobs and overnight the process changed!

Craig Dunn
June 21, 2022 at 11.30 am

I do not like this new version it wont even let me send quotes when I’m finished literally tried everything will not send! now I’m letting my clients down by not having my quotes through on time please change back asap or at least give us the option of either version

Xero in reply to Craig Dunn Xero
June 22, 2022 at 9.47 am

Hi Craig, that’s strange that you are unable to end a finished quote. Can you please raise a ticket with our support team so we can investigate to find out what is happening here? Thanks so much!

Ralph Autoshop
June 21, 2022 at 12.46 pm

Don’t like the new layout at all. Certainly not user friendly!!! The old quote system worked very well

June 21, 2022 at 12.54 pm

Just used it this morning for the first time. What a step backwards. Surely you have heard the saying “If it ain’t broke, don’t fix it”?

Being able to see quantity on hand of tracked inventory items is fundamental in quoting a client. They want price and AVAILABILITY when receiving a quote. I’ll now need to consult two screens to check availability. What a PITA!

Adding one line at a time for a 40 line quote will also give me the sh*ts (you’re Aussies right, you’ll understand that phrase) and slow me down. Not an improvement.

The layout is also not an improvement in my opinion. You fluffed with it just making it look different, and now I’m unfamiliar with everything (yes, I’m using ‘old’ invoicing as it works for the way my business operates with tracked inventory and multiple invoice lines).

+1 for providing the option to use ‘OLD QUOTES’.

June 21, 2022 at 3.12 pm

I understand that changes are required but maybe advice us prior and offer training accordingly prior to just implementing changes. I am still trying to find what i used to use and some features i can not get anymore but taking away drag and drop really got me. Please take it back!!!

Ross Collins
June 21, 2022 at 3.52 pm

Whoever came up with this “New” format obviously doesn’t work in a business that raises quotes to customers. Not user friendly, cumbersome and absolutely hopeless. I’m sorry I ever went away from MYOB.

June 21, 2022 at 5.52 pm

This new format is clunky and horrible to use! Please give us an option to use the old version, this is just terrible.

Particularly frustrating is the big format, the inability to add multiple rows and the inability to select from my products or customer name using the tab key. To have to move back and forth to the mouse/trackpad is hopeless for flow.

Please provide the option for the old version, as with invoices.

June 21, 2022 at 6.54 pm

Dont like it give me the old version

Sam B
June 21, 2022 at 7.58 pm

This new format is feels like you have chosen form over functionality.
It does not work the way it should.
May i suggest, having a Beta test in future?
As looking at comments, you have displeased a lot of customers.

June 21, 2022 at 8.10 pm

Don’t like this new quote look at all, its slower and i cant seem to add multiple rows at the same time, this one only allows me to add on row at a time

June 21, 2022 at 8.12 pm


Victoria Vasiliou
June 21, 2022 at 8.26 pm

I really don’t like it and cannot understand how this can be considered an improvement. Not being able to see customer contact details is a real step backwards. Everything looks so huge, busy and clunky. This version looks like the ‘before’ and the previous version looks like the improvement.

Please give us the option to go back to the original version. You did this with the new invoice format and I’m curious to know how many people opted to move to the new invoicing versus how many reverted to the original. The new invoice look was horrible, in my opinion, and as user-unfriendly as this new quote system seems to be.

I haven’t seen any positive comments about this latest change thus far. I hope you listed to us.

June 21, 2022 at 9.39 pm

Tab now no longer works to select a product once I’ve started typing a code, only Enter? Small issue it may be, however will add significant time to our quote processing. Option to change back, please!

June 21, 2022 at 10.05 pm

The biggest problem I have is that I can’t now see the quantity of an item which is in stock at the time of quoting, this is so unhelpful. I will have to look each item up in the product list to check I have sufficient stock before including it in a quote, please tell me Xero are not planning to leave this as it is. Major flaw.

June 21, 2022 at 11.31 pm

Sorry but the new quotes thing is awful, why change something that was working fine. tried to revert back but cant. Please consider changing back to what it was which we are all used to and it was fine to use. This is bulky and non sensical. I just wish people would leave things alone.

June 21, 2022 at 11.46 pm

We also do not like the new quote set up. Is there a button to revert to the old style?

June 21, 2022 at 11.53 pm

Being in the UI/UX line for the past 20+ years, I don’t observe any significant change or improvement. What I do feel missed is the understanding that the purpose of Quotes/Invoices are primarily functional. We are already provided access to edit the templates, so I don’t see how this adds much value. Although I do observe some benefits, overall it is too spaced out and messy – compromising functionality.

One of the key issues for us is the inability to add our spacing within the fields. The spacing allows for better organisation and grouping of information instead of having series of lines filling up the entire space making it cluttered — running contrary to the ‘beautiful design’ that is emphaised. There are possibly technical reason why this is not allowed, but again technicalities should not take precedence over functionality and usability.

That aside, more importantly, such a major update should have been announced early to allow us to be prepared as this being a crucial part of the Xero for most users. Even if it was announced, it should allow user to revert back to the old format, with a ‘grace period’, with repeated warnings as reminders, so that users are better prepared.

Overall it is disappointing how this update is pushed out like this without being well thought of.

Dominic Vrolijks
June 22, 2022 at 12.04 am

I’m trying to browse my items in the drop list, but the first item is outside the screen and I can’t see it properly. The old list would drop down, now this extends up and I can’t scroll to the top item.

Xero in reply to Dominic Vrolijks Xero
June 22, 2022 at 9.41 am

Hi Dominic, can you please raise a ticket with our support team so we can a look into this for you? Thanks!

Shaun Ryan
June 22, 2022 at 12.29 am

I want option to revert back to old system. I did not ask for ‘an improved’ version. Thank you

Abhishek Modha
June 22, 2022 at 12.57 am

Hi This is a really bad update. When will then inventory lookup in the quote line item come up again?

Is there not a way of showing both versions of the quote entry screen new and old one?

Darren Frost
June 22, 2022 at 1.50 am

This update is awful! Is there an option or way to revert to the old system? I simply do not have the time to spend getting to grips with this update, why try to improve upon what was a perfectly good programme anyway?

Gavin Reed
June 22, 2022 at 2.36 am

Not liking the new format at all !!!!!!!

June 22, 2022 at 4.15 am

Please give us back the original version – this doesn’t work for us. Especially not being able to take a photo of workings or email attachments to FILES and attaching them easily to orders. Your new way is too dated and time consuming

June 22, 2022 at 5.22 am

Previous version was better. Also the comma style separator for the amount showing 1,000 is gone. Online it shows but not when you print to PDF.

Patrina Carey
June 22, 2022 at 8.04 am

I just scrolled through all the comments and in the chat response I said okay to be kind but PLEASE have the option to revert back as I don’t like this at all. I am tired of looking for systems for my financials and discovered xero and liked it even though it didn’t show a picture of product per line item, (as I do interior design, but I go over that.

So I may have to look for another system as there are so many tedious task that need to be eliminate to make this software more productive and time saving.

June 22, 2022 at 9.29 am

I don’t like it! Give us an option to select the old format.

June 22, 2022 at 10.29 am

I agree with previous comments. this new layout is not an improvement at all for users, with so many features either not available as they were on the old version or a lot harder to use. Such as customer contact details used to be a pop up box once quote marked as sent so quote was still in main screen, however now have to go to contacts and edit details while also losing quote and having to navigate back to it later.
I agree an option to use old version would be very welcome.

June 22, 2022 at 11.36 am

This is the last straw for me. I am now in the market to switch from Xero. How can you introduce this without an option to easily revert back to the old system. Pathetic.

Cherie Adams
June 22, 2022 at 11.51 am

Don’t like the new layout hard to use and I can’t see the customer details on the invoice now I have to click on the customer to get these details more steps makes the invoicing harder NOT HAPPY.

Nicole Kelly
June 22, 2022 at 12.02 pm

Revert back to the old set up please!!!
When we go to add a new item and refresh the page the whole quote is lost.
Our staff are getting frustrated as time is being spent on redoing quotes.
New systems are meant to make things more simple and easier but this has definitely done the opposite.

Xero in reply to Nicole Kelly Xero
June 22, 2022 at 3.40 pm

Hi Nicole, sorry to hear that you are having an issue with quotes being lost. Can you please get in touch with our support team so we can take a closer look into what may be causing this issue for you to see whether it can be resolved? Thanks so much!

RossC in reply to Xero
June 22, 2022 at 10.31 pm

the scripted response is “get in touch with our support team” but unfortunately the support team have limited knowledge of the product.

June 22, 2022 at 12.59 pm

Why have you changed the quote format.
This format not to be rude (rubbish) obviously you have a lot of people there that have never run a business. I can’t see how everyone would be in favour for these changes , you guys make a lot of changes to your software all the time and it’s becoming very frustrating and very annoying, so annoying that I am now contemplating another software.

Maybe hire people that actually are successful in business to develop your software.
Just a thought

June 22, 2022 at 1.49 pm

This is the worst change I have seen please change back!

June 22, 2022 at 2.02 pm

How do I revert to old method. This is very bad, not user friendly at all.

Charmaine O'Sullivan
June 22, 2022 at 2.04 pm

Where are the terms and conditions on the new quote – I do not like this new quote

June 22, 2022 at 2.43 pm

NO way to insert spacing in the quotations! It is very ugly to send quotations without spacing! Please give us an option to revert to old quotes!

June 22, 2022 at 4.41 pm

Another issue other than the amount comma separator not being applied when printing to PDF is that when revising an existing quote the body text changes in a item description does not reflect when saving??

Xero in reply to Andre Xero
June 23, 2022 at 3.39 pm

Hi Andre, thanks for getting in touch. Sorry to hear that you’re having some trouble, can you please raise a ticket with our support team so we can take a closer look at the issue that you are experiencing. Thanks so much!

Stephen John Handley
June 22, 2022 at 5.05 pm

Absolutely hate it. Please change it back!!!

June 22, 2022 at 5.20 pm

Do not like it at all. Cannot find a “use previous version”option anywhere. Do any end-users actually like it?

Xero in reply to Deb Xero
June 23, 2022 at 3.42 pm

Hi Deb, sorry to hear that you having some trouble finding how to create a quote using a previous version – you may find this article helpful. If you still need some help, please get in touch with our support team. Thanks!

nigel field
June 22, 2022 at 8.45 pm

Not liking the new format, revert back to the old system which worked just fine……..

June 22, 2022 at 10.01 pm

We completely don’t understand it. It’s complecated and we hate it. Can we have the old layout back please

Mark Hart
June 22, 2022 at 10.31 pm

Awful design, fields are way too big and so it the text, who designed it Mr Magoo!! Go back to the old design ASAP because if you do intend to role this layout across the system then we will be leaving Xero. None of my staff like it and are struggling doing big quotes, it now takes 4 times longer!

Joanne Keill
June 22, 2022 at 10.42 pm

Dreadful change. Option to use previous layout at least. Also, we need to win a quotation in order to turn it into a project. Where is the facility to allocate the quotation to a project once it has been accepted – the only way I can see is to revise the quotation. Really if its not broke – don’t “fix” it.

Xero in reply to Joanne Keill Xero
June 23, 2022 at 3.36 pm

Hi Joanne – thanks for your feed, which has been shared with our product team. Here is a help article on how to link a draft or sent quote to a project, or change the quote linked to a project. If you need further assistance, please get in touch with our support team, who’ll be more than happy to give you a hand. Thanks!

June 22, 2022 at 10.45 pm

Did anyone who actually uses Xero test this new design?

It isn’t very user friendly.

Who wants to enter a quote to only have to scroll all the way back up to the top to save/send; if you really want it up the top then also include it at the bottom so those of us that want to send the quote once we have finished typing it can do it from the bottom of the quote without scrolling back up.

Nick Carpenter
June 22, 2022 at 10.55 pm

I hate this new layout.
Please let me know how to revert back to the old layout.
Upgrades are fine, but the layout did not need to be changed.
It is more difficult to read
Please email me about this, I am really not happy with this!!!!!!!!!
The people above are not happy either, these comments tell the story

Hannah Kreiseder-Watkinson
June 22, 2022 at 11.05 pm

Much preferred the original version – please give option to revert back! The new layout is less easy to use. Thanks

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