XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks Online
Country Restriction: All supported countries
Risk Type: Data Quality Risk
Business Function: Sales
Overview
The "Draft Invoices" XBert highlights sales invoices that have been started in your accounting software but never approved or sent. Invoices left in draft are not counted as income and your customers never receive them, so they can quietly cost you money and clutter your records.
What it does
XBert reviews your customer (sales) invoices and finds every one that still sits at a status of Draft. It then gives you a clear summary of:
The total number of draft invoices.
The combined dollar value of those drafts.
This lets you see at a glance how much potential income is sitting unbilled, and decide which drafts to finalise and which to remove.
How it works
XBert regularly checks your accounting software for sales invoices that are still marked as Draft. It counts how many there are and adds up their value, then raises this XBert so the drafts are not forgotten.
To keep the alert meaningful, XBert only includes a draft when the amount still owing on it is $1 or more. Tiny or zero-value drafts are deliberately ignored, so you are not chased over rounding amounts or placeholder lines. Only customer invoices that remain in draft are included; once an invoice is approved, sent, paid or deleted, it no longer appears here.
Example/Use Case
Sophie, the office manager at a consulting firm, creates draft invoices throughout the month for client sessions. Over time a few are forgotten, left in draft and never followed up. XBert alerts her that her drafts now total $8,900 across 12 invoices. Reviewing the list, Sophie approves and sends seven invoices that were genuinely owed, and deletes the outdated ones. Her books are tidy again and almost $7,000 of expected income is now properly recorded and on its way in.
Accounting software
This XBert runs on the major supported accounting platforms, including Xero, MYOB and QuickBooks Online.
Which countries it supports
This XBert is available in all supported countries.
Processes
This XBert falls under the Sales (Accounts Receivable) business area and helps keep your invoicing accurate and your expected income up to date. To resolve it:
Open the list of draft invoices in your accounting software.
Approve and send any invoices that are valid and ready to go to the customer.
Delete drafts that are outdated, duplicated or no longer applicable.
Make a regular review of draft invoices part of your monthly routine, so income is not left unbilled.
Once your drafts have been cleared or finalised, mark the XBert as resolved.