XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: All regions
Risk Type: Bookkeeping Risk
Business Function: Sales
Overview
The "Draft Invoices" XBert highlights all invoices in your accounting system that have been created but not yet approved or sent. These draft invoices may represent unbilled income or outdated records, and addressing them can help maintain clean and accurate accounts receivable.
What it does
This XBert scans your draft invoices and provides a summary of:
The total number of draft invoices.
The total dollar value of those invoices (only including drafts valued at $1 or more).
This allows you to quickly review outstanding draft documents and decide whether they should be finalised or removed.
How it works
XBert regularly checks your accounting software for invoices with the status ‘Draft’. It sums the total value of these invoices and counts how many are still pending. The alert is generated to help ensure that draft invoices are not forgotten or left unapproved, which could result in missed income or cluttered records.
Example/Use Case
Sophie, the office manager for a consulting firm, creates draft invoices throughout the month for client sessions. Over time, some are forgotten, left in draft, or never followed up. XBert alerts her that the total value of draft invoices has reached $8,900 across 12 documents. After reviewing, Sophie approves several valid invoices and deletes outdated ones, keeping the books clean and improving the firm’s expected cash flow.
Accounting software
All major Australian-compatible accounting software (e.g., Xero, MYOB, QuickBooks Online).
Which countries it supports
All regions.
Processes
This alert falls under the ‘Sales (AR)’ category and helps improve visibility and housekeeping of accounts receivable. To resolve this issue:
Review the list of draft invoices in your accounting software.
Approve any invoices that are valid and ready to be sent.
Delete drafts that are outdated or no longer applicable.
Ensure regular review of draft invoices is part of your monthly process to avoid unbilled income.