Send approved invoices and bills back to draft — in bulk
An approved document cannot be edited, and there is no "unapprove" button. The manual fix is void, copy, re-attach the files, one document at a time. Unapprove runs that routine for you: the draft copy is made first, the attachments are carried over, and only then is the original voided.
Connect your organisation See pricing
Free to try: preview as much as you like, process up to 3 documents. No card needed to start. Works with the Xero API over the official connection — you sign in at Xero, and we never see your password.
What it does
The copy is created before the original is touched. If the copy cannot be made, your original is left exactly as it was.
The new draft takes over the original number. The
voided original is renamed with a -V suffix.
Files are copied across to the new draft, including the "include with online invoice" setting.
The commonest objection to voiding is that it breaks the audit trail. Each document gets a note naming the other, the number it used to carry, and the order things happened in — so a year later the chain reads straight through.
Need to void without making a copy? Run a void-only job over a whole batch of approved sales invoices.
Both document types, in the same run.
Built to be safe
- Every document is checked before anything runs. Documents with a payment applied, an allocated credit note, or a date inside a locked period are skipped, and each one is listed with the reason in plain English.
- You type the number of documents to confirm. For
example
UNAPPROVE 37. Nothing is written until you do. - A CSV backup of every selected document is produced before the run starts. Download it and keep it.
- An interrupted run can be resumed from the exact step it stopped at, and every step is logged for you to download afterwards.
- We never store your attachments. Files are streamed from the original document to the new draft. Access tokens are stored encrypted, and we ask for only the permissions we need.
How it works
- Connect your organisation. You sign in at Xero and choose which organisation to allow.
- Filter and select. Approved invoices or bills, by date, contact, number or reference.
- Preview. See what will happen to each document, and why some of them will be skipped, before anything changes.
- Confirm and watch it run. Then download the results and the audit trail.
What it will refuse to do
- A payment is applied. Removing payments can break bank reconciliation, so we never do it for you. Read more.
- A credit note or prepayment is allocated. Remove the allocation first.
- The document is inside a locked period. Read more.
- The contact is archived. Xero will neither copy nor void a document for an archived contact, so it is skipped until the contact is restored. Read more.
- An attachment is over 10 MB. The original can still be voided, but no copy can be made — so we say so instead of guessing.
Pricing, in short
Free — unlimited preview, up to 3 documents processed.
$15 per month, per connected organisation — cancel at any time.
$29 one-off Clean-up Pass — 7 days, up to 500 documents.
Prices are in US dollars and exclude any taxes that may apply where you are. Full pricing.
Questions people ask first
Why not just edit the approved invoice?
What happens to invoices with payments on them?
Can a void be undone?
Does it work for bills as well as sales invoices?
Where is my data stored, and for how long?
Ready to try it
Connect an organisation, filter a handful of documents and run the preview. The preview writes nothing, so there is no risk in looking.