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Invoices in Draft or Awaiting Approval

Marsha Galicia avatar
Written by Marsha Galicia
Updated over 3 weeks ago

XBert Type: Standard

Accounting Software: Xero, MYOB, QuickBooks

Country Restriction: All regions

Risk Type: Bookkeeping Risk

Business Function: Sales

Overview

The "Invoices in Draft or Awaiting Approval" XBert identifies sales invoices that have remained in Draft or Submitted (Awaiting Approval) status during the past 12 completed months. While these invoices don’t yet affect your financials, they may create tax and reporting inaccuracies if left unresolved.

What it does

This XBert checks your invoice data month-by-month over the previous financial year. It flags any month that includes invoices still in Draft or Awaiting Approval status, helping you stay on top of unapproved income records. You’ll see a breakdown of how many invoices are affected and the total amount for that month.

How it works

On each data sync, XBert looks back over the previous 12 completed months. For each month, it identifies invoices with a status of DRAFT or SUBMITTED. If any such invoices exist for a month, an alert is triggered. The alert updates until all invoices for that month are either approved (authorised) or voided.

Example/Use Case

Mark from MBA Cleaning raises an invoice for $6,000 to Sea View Holiday Apartments for cleaning services. He saves the invoice in Draft status and forgets to approve it. Sea View pays the invoice promptly, but since the invoice was never approved, the income is missing from Mark’s financial reports. His Profit and Loss statement is incorrect, and his BAS may also be affected. Once the invoice is approved and matched to the payment, everything is aligned — but until then, Mark’s books are misleading.

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 is designed to improve revenue tracking and tax accuracy. To resolve this issue:

  • Click RESOLVE NOW in XBert to go to the invoice list.

  • Review each invoice flagged for the month in question.

  • Approve invoices that are still valid.

  • Void or delete invoices that are no longer needed.

  • The alert will auto-resolve once all invoices for that month are no longer in Draft or Submitted status.

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