Sending invoices to xero as drafts not as approved invoices
The integration to xero works well. Though it would be better to push the invoice to xero drafts, so that can be edited easily or deleted or approved before going to the final invoice to the client.
Just to clarify, is the idea here that you could create an invoice in RepairShopr as a draft and then choose when to manually sync it to Xero? This is the feedback we’ve heard recently from others.
We also think this would be a good feature.
We are not using the integration between RepairShopr and Xero because we dont want to invoice directly. We would prefer if RepairShopr sends to Xero as DRAFT waiting for approval so it can be looked over one more time before sending to our customers.
This now means we double handle all jobs from RepairShopr and put them manually into Xero.
We do love your software and would love to not move to any other platform but if another ticketing system comes up and has that draft feature we would be considering the change.
Julien Coles commented
Yes having the option to Sync invoices to drafts/awaiting approval rather than approved with be a great improvment.
Any idea on time line?
Hi, any progress with this request? Pushing to Xero drafts first makes sense.
James Moore commented
We're trying to have invoices sent out through one system at the shop, is it possible to have these go through as Drafts? WorkFlowMax did this through an option. Would it be super difficult to do on your end?
I think when you create an invoice in RepairShopr there could be an option to push to Draft Invoices in Xero rather than into Approved Invoices.
We would also like to see this feature - maybe as an option in the Sync Settings area so those that do not wish to use it do not have to.
Yes, that would be excellent.
AdminTroy (Founder, RepairShopr) commented
We do have the date issue fix coming very soon - the date in xero should match the date in our system.
Yup I guess that would work too.
The other problem is with payments not syncing to xero with the actual date the payment was taken. It syncs with the date the payment was entered into RS.
Eg. A customer comes in and pays a deposit for a new computer.
We may not enter in the invoice to RS for a day or two. When we do enter it in and enter in the payment we select the actual date the customer made the payment. However when the invoice syncs to xero the payment date shows as the date that the invoice sync'd.
There should be an option, not a definitive setting. We use RS in a retail and commercial environment. Retail clients gets the invoice out of RS "we styled it as a basic invoice and call it a till docket" and commercial clients get it sent out of Xero as a proper invoice.
Our only challenge is that retail invoices from RS to xero don't show up as "sent" and we can't yet use the payment syncing function as payments from xero don't link back to RS
Either way the changes need to be done in RS and not in Xero - so ok as an option but PLEASE NOT as a standard.
Greg Williams commented
We have just switched from WorkflowMax to Repairshopr for a number of very good reasons, however WorkflowMax has this setting, you can choose to push the invoices straight through to Xero or you can have them go to drafts for final approval by our accounts department. So the option in Preferences would be excellent. We discovered this when we were trying to understand how the serialised inventory works and I was surprised to find that the serial number is allocated at the time of invoicing rather than at the time the serialised inventory item was added to the ticket. The Repairshopr help screens suggest that changes to an invoice in Repairshopr will be fed through to the changes in Xero, we have not tested how this works yet but that is a nice feature if it works as we expect from the help screens. The draft invoice option is very important to us in terms of managing what goes into Xero so we would see this feature as a priority.
Xero invoice templates are much easier to configure than RS and we've got it looking just how we want it.
The sync from RS to Xero may have items that aren't setup in Xero (that's another story!) so they need to be edited.
The price would never be edited, for us anyway, just the items.
It doesn't appear that we can do any any of the above if the invoice isn't a draft, as far we can tell anyway.
I would also prefer to use the Xero Invoice to the Repair Shop one as I prefer the set of the Xero one.
yep also agree
AdminTroy (Founder, RepairShopr) commented
So, if you edit the invoice or delete it in Xero, we would have no way to know that. Then your systems would be out of sync. Shouldn't you do that editing in RepairShopr?
I thought this would be the default setting!
Geoff Allen commented