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Xero draft invoices: a list of invoices not yet approved

Draft invoices are easy to forget. They don't count as sales until they're approved, so a draft left sitting at month end means income missing from your reports.

Sample Draft Invoices report for a demo company, as sent by Reportpost
A sample Draft Invoices for a demo company, as Reportpost sends it.

What it shows

  • Every draft or awaiting-approval sales invoice, with customer, date and amount

This matters most at month end. An invoice left in draft on the last day of the month misses that month's sales and debtors, so the Profit and Loss and aged receivables are understated until someone approves it. A short list of drafts a day or two before close is the easiest way to catch them.

Where to find it in Xero

Xero has no dedicated draft invoices report, so drafts are usually checked by hand in the invoices list under Sales.

Things to watch out for

  • Drafts don't appear in the Profit and Loss or aged reports until approved.

Getting it by email on a schedule

Xero can't email reports on a schedule, so the usual routine is to export the report and attach it by hand. Reportpost can email a list of draft and awaiting-approval sales invoices, for example every Friday or the day before month end, so someone approves or deletes them in time. Choose weekly, every two weeks, monthly or quarterly, and the recipients. You can try the demo without connecting Xero.

Related: Xero month-end checklist and A weekly list of unpaid invoices.

Other Xero reports

Xero reportProfit and LossWhat the Xero Profit and Loss report shows, where to find it, the settings that matter (comparisons, tracking, cash or accrual) and how to email it every month.Xero reportBalance SheetWhat the Xero Balance Sheet report shows, where to find it, comparison and tracking options, and how to send it to directors or lenders each month.Xero reportAged Receivables SummaryWhat the Xero Aged Receivables Summary (aged debtors) shows, how to read the ageing columns, key settings and how to get it emailed every week.Xero reportAged Payables SummaryWhat the Xero Aged Payables Summary (aged creditors) shows, its ageing and grouping options, common gotchas, and how to have it emailed before each payment run.Xero reportBank SummaryWhat the Xero Bank Summary report shows (cash received and spent per bank account), its options and gotchas, and how to send it automatically each week or month.Xero reportTrial BalanceWhat the Xero Trial Balance shows, its comparison and grouping options, the gotchas, and how to send it to your accountant at month end.Xero reportExecutive SummaryWhat the Xero Executive Summary includes (cash, profit, balance sheet and key ratios), its options and limits, and how to email it every month.Xero reportBudget SummaryWhat the Xero Budget Summary report shows, how budgets are set up in Budget Manager, and how to send the budget summary on a schedule.Xero reportBudget vs ActualHow to compare actuals with your budget in Xero (Budget Variance), what to look for, and how to have a budget vs actual report emailed every month.Built from your Xero dataCash Flow Statement (indirect)Xero only has a direct-method cash flow statement. How the indirect method works and how Reportpost builds one from your Xero data and emails it.Xero reportUnpaid InvoicesHow to get a list of unpaid invoices from Xero (Aged Receivables Detail), what it shows, and how to have the list emailed every week.Xero reportInvoices RaisedHow to list the invoices raised in a period in Xero (Receivable Invoice Summary or Detail), the options and gotchas, and how to email the list automatically.Xero reportUnpaid BillsHow to get a list of unpaid bills from Xero (Aged Payables Detail), what it shows, and how to have the list emailed to you the day before each payment run.

Next month's pack could send itself.

Reportpost emails your Xero reports on a schedule, as PDF, Excel or CSV. 14 days free, no card.

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