Import invoices, bills and credit notes into Xero

Download template

If you're importing a file from MYOB you don't need to use Xero's template - just choose the MYOB option and import your file.

Use the Xero template

Sales invoice or bill data needs to be imported into Xero in the CSV format from a .csv or .txt file using a template that Xero can use to map values in your file to the relevant invoice or bill fields in Xero.

To open the blank template containing the headings under which you need to enter your invoice or bill details, go to Accounts > Sales or Purchases > Import, then click the Download template file link.

Depending on how your computer is set up, the CSV template provided by Xero will most likely open in Excel.

Note: whether you use the Xero or MYOB import option, this importing tool allows the simple import of raw invoice data into Xero - any additional fields, formatting, currency symbols, attachments or anything else attached to your invoices in another accounting system will not be imported. Similarly if you add columns or the column headings on the CSV file you're importing into Xero differ from the exact column headings Xero expects, the file will fail to import. If there is anything wrong with the data on an individual invoice (i.e. Xero can't interpret the data according to the invoice fields in Xero) then that invoice won't be imported. You will get a chance to see any errors that occurred with the import on the Import Summary screen.

Enter invoice or bill data

If you're importing an MYOB file you don't follow these guidelines for editing the CSV - go straight to importing the MYOB file.

Enter or copy your sales invoice or bill data into the CSV file

Whether you started with the blank Xero template or got a file of your sales invoice or bill data from another system, enter or change the data in the columns provided in the CSV file.

The Xero template contains column headings under which you should enter or copy your invoice or bill data. The CSV file contains all the invoice or bill fields in the Xero database. Some of these are editable in Xero and some not. This means that there are columns in the CSV file that you should not use. Just enter data into the columns that you would normally use if you were entering an invoice or a bill in Xero. To create credit notes, enter negative amounts.

If you're not familiar with the Xero invoice or bill entry screen, you might like to take a look at one first so that the columns make some sense. The CSV file essentially 'maps' columns to invoice or bill fields in Xero so by completing the information column by column, you're essentially 'filling in' the fields in Xero automatically. The columns to use and rules for the data entered into them are explained below.

If you're not familiar working with CSV files, you'll probably find it easier to use Excel because you can work with your data in columns rather than in a straight line separated by commas as with a text editing program.

Columns & rules for entering invoice or bill data

Enter your invoice or bill data into the CSV file, one invoice or bill per row, under the column headings provided (one column for each field on the invoice or bill) - or one invoice or bill line item per row if it has multiple line items (below). The header row is mandatory and some columns may be deleted if not used - full details below in the section Tips for ensuring a successful import.

If you're working with a CSV file from another source and have opened it in Excel, make sure the comma separated data is spread across the columns under each relevant heading rather than all data displaying in the first column of the spreadsheet. Sometimes this happens by default if you open the CSV using Excel. To ensure the data displays correctly, you might need to open Excel first then use the import feature in Excel to import the CSV data. If all your data appears as comma separated in the first column of the spreadsheet it will fail to import into Xero.

Convert TXT data into columns

Once imported, data will be entered and saved as a draft invoice or bill. You'll need to check and enter mandatory data in the draft invoice or bill before you can approve it. In some cases you might be able to import data into Xero that isn't valid when it comes time to approve the invoice or bill e.g. the date entered is in a locked period or a field has been left blank. Your CSV needs to comply with these same rules as if entering a draft invoice or bill directly in Xero. Refer to the help for fields and validation when entering an invoice or bill in Xero normally - Add a sales invoice or Add a bill.

Use the following columns on the CSV template file for your sales invoice or bill data

On the CSV file, complete the columns that are mandatory, choose whether to complete the others (you'll be required to edit and complete the missing fields directly on the sales invoice or bill in Xero before approving it) and ignore columns not listed below.

Here's an example of a single-line sales invoice or bill on the CSV (and corresponding draft version in Xero) with the bare amount of information entered that will allow it to be approved in Xero with no further editing required:

Tips for ensuring a successful import:

• You must leave the first row in place as the header row and all mandatory columns must be present on the template file. If you're copying data from another system, make sure you use these same column headings. If you delete the header row, Xero will not import your file.
• You can delete any columns that aren't mandatory although there's no harm in leaving them empty (with the exception of the email and street/PO Box address fields).
• If you are using Excel to create your CSV file take care not to enter figures and symbols which could be automatically reconfigured by Excel to read as dates or numbers or some other formula as this may prevent the file from being successfully imported.
• Special currency formats are required for organisations based in France or Germany. If the following formats are not used, amounts may import incorrectly, or your import may fail:
  • France: 1100,00
  • Germany: 1.000,00

This is based on your location in Organisation Settings, not on the currency for each invoice or bill (if you have multi-currency). In all other regions the decimal place is marked with '.' as usual, and a comma will not be accepted.

Contact details (customer or supplier names)

• The rules Xero uses for determining whether the Contact (customer or supplier) already exists in Xero are the same as if you entered the invoice or bill manually in Xero i.e. if the name isn't spelled the same or doesn't already exist, Xero will assume it's a new Contact.
• You don't have to have Contacts set up in Xero first, but if you do, and you want to retain the names you have already used, make sure the Contact names on your CSV are the same as those already in Xero.
• If the email and street/PO Box fields are altered, this will update the corresponding details in your Xero Contacts, provided the same contact name is used.
• If the email and street/PO Box fields are left blank, Xero will assume you want to leave the corresponding fields as they are (i.e. retain any existing information already in Xero for this Contact).

Invoice numbers

• Sales invoices in Xero have an automatic number sequence. The invoices you import don't have to use the same numbering sequence and won't affect the invoice number sequence in Xero (whether you've used it for invoices or not) unless invoice numbers on the CSV are the same as those already used by invoices in Xero.
• If you want to keep the same invoice number sequence on the CSV, make sure you enter the invoice number in the same format as it is in Xero e.g. INV-0001 (or whatever combination of letters and/or numbers you've set up).
• Sales invoice numbers can't be used on the CSV if an invoice with the same number already exists in Xero. You will be prompted on the import summary screen if an invoice will fail to import because it has the same invoice number as an invoice already in Xero so that you have a chance to change it. Only if an invoice has been deleted, can you use the same number again.
• Bills do not have a mandatory number in Xero, but if you want to include a bill number as a reference, enter it in the InvoiceNumber column on the CSV. The number will be put into the Reference field on the draft bill in Xero. The number must be unique within the CSV but you can remove it from the draft bill or change it as required after the import.
• All invoice numbers or bill reference numbers used on the CSV must be unique because this is what distinguishes one invoice from the next - this is especially important if you want to import invoices or bills that have more than one line item. Each line item is given the same number in order to identify it as being part of the same transaction.

Invoice date and Due date

• For bills, use the 'Invoice date' column for the date of the bill.
• Formats must be dd/mm/yyyy mm/dd/yyyy or as written out in full. Double-check these because your regionalised computer settings may override the date formats. If you find this happens, you'll need to reformat the date cells in Excel.
• Xero doesn't apply default due dates (in other words, payment terms for the organisation or individual contacts) to invoices or bills you import. If you want to import due dates, enter these into the import template.

Inventory Items

• Inventory items aren't available to be used on the CSV. Even if you have inventory items set up in Xero and enter the item name in the description field on the CSV, this will not automatically associate with the actual inventory item in Xero.
• If you want to use inventory items, edit the draft invoices or bills once they're imported into Xero and choose the relevant items from your inventory list. This will overwrite any data in the invoice or bill fields using the data you've set up for that inventory item. This will also ensure the inventory items show when you run the Sales by Item report or Inventory Items Summary.

Chart of Accounts, Tax & Tracking

• Enter only accounts in the Chart of Accounts, Tax Rates and Tracking options and categories that already exist in Xero. These need to be entered correctly (i.e. spelled and formatted the same as in Xero) otherwise what you enter on the CSV will not be recognised and therefore not imported into Xero. The exception to this is the Tax Rate - if you enter the tax rate name incorrectly or enter a rate that doesn't exist in Xero, the field on the invoice or bill will come through as blank.
• If a tax rate you're using is made up of several components in Xero, you don't need to worry about this on the CSV. Just enter the overall tax rate name in the TaxType field and Xero will calculate the correct tax amounts for each component percentage when the invoice or bill is approved, and record these amounts against the relevant component and tax rate in your reports.

Tax amounts & totals

• Invoice, credit note or bill totals - Xero will calculate the overall invoice or bill total for you based on the UnitAmount and TaxType entered on your CSV. You should review and adjust your figures as necessary on the draft invoice or bill once it's imported to make sure the final total and tax calculation is correct. This is important so that you can ensure the right tax rate has been used and tax adjustments (see below) have applied or removed as necessary.
• Tax is calculated on each line of an invoice or bill in Xero behind the scenes and displayed as a total tax amount for each tax rate used in the subtotal for the invoice or bill. This means that sometimes, often because of multiple lines or tax rates, that the final invoice or bill amount calculated by Xero and displayed on the draft might be slightly different to the total on your original one. You can edit the invoice or bill or leave a small amount as rounding when it displays as such on it.
• The TaxAmount field can be used for tax adjustments - you can force a particular tax amount for your line item that is different to the tax that will be calculated by Xero based on the tax rate you've entered in the TaxType column. This is mostly for those in the UK who want to apply a VAT adjustment on an invoice or bill. Make sure you've completed both the TaxType field and your specific amount of tax - Xero will display the difference in a tax adjustments box on the invoice or bill once imported. The tax adjustments box will appear on any invoice or bill where an amount of tax has been entered in the TaxAmount column that doesn't match Xero's calculation. If your country doesn't allow the adjustment of tax on an invoice or bill you shouldn't use this column. However, if an adjustment amount does make its way onto your invoice or bill, you can edit it to remove it (enter 0.00 in the adjustments box to revert the tax amount to match the tax rate).

Invoices or bills with more than one line item

• You can use the invoice number on your CSV to group several rows together to be a multi-line invoice or bill in Xero. The first row of invoice or bill information you enter should contain the main information (e.g. To/From, dates, reference, invoice number) and the first line on the invoice or bill, then all subsequent lines can be entered in just those fields relevant to a line item i.e. no need to repeat the To/From name each time.
• All line items for the same invoice or bill must have the same invoice number.

Import

Locate and select the file to import

Click the Browse button to locate the CSV or TXT file you want to import into Xero.

Browse your computer's file system to find the CSV file you've saved on your computer.

• Make sure you have saved the file you want to import.
• Xero will only accept a file with the suffix .csv or .txt.
• You can import a large number of sales invoices or bills at once (as long as the overall file size is less than 2MB) however for speed purposes we suggest that you import no more than 500 at one time. If you have more than this you can just keep on importing files of invoices or bill in groups of 500 and these will be added to those already imported into Xero.

Click the Update button to bring the invoice or bill data from the file into Xero where you will be asked to Confirm the import before finally importing the data as invoices or bills into Xero.

Click the Cancel button if you want to stop the import process for now.

Confirm

Review the sales invoices or bills to be imported

Once you have created or downloaded your invoice or bill file and selected it as a .csv or .txt to import into Xero, you can review what's going to be imported before finally completing the process.

• As long as you have followed the guidelines for entering invoices or bills on the CSV, or your MYOB file contains data Xero expects, you'll see that Xero will import the same number of invoices or bills into Xero as you have on your CSV.
• If there is something wrong with the structure of your file i.e. missing or incorrectly labelled columns, missing header row, incorrect format, line totals not correct (only if you've used them) Xero will not import the file.
• If individual invoices or bills on your CSV cannot be imported, the reasons why will be listed so that you can stop the import process to fix your CSV and try again.
• Use the line item numbers given in the list of errors to identify where, on your CSV, the invoices or bills that need to be fixed are.

• In Excel the line numbers correspond to the row number.
• If you're working with a text (TXT) file in the Notepad program, line numbers will be displayed if you have the program set up to show the status bar (do this from the 'View' menu).

• If you want to address the errors on your CSV file, use the Go Back button to stop the import process to make corrections on your CSV before importing it again.
• If you want to proceed without importing the problem invoices or bills, click the Complete Import button. You can manually add the missing invoices or bills in Xero or import another CSV containing those that weren't imported.

View

Once imported, your sales invoices and bills will display on the Sales or Purchases Draft tab depending on the section of Xero you were in when you chose to import. From there you can process the draft invoices or bills in the normal way.