Import customer or supplier contacts using a CSV or TXT file
Import your customer or supplier contacts into Xero in one go using a CSV or TXT file you've created or exported from another system.
You don't have to enter contacts in this way - you can add them individually in Xero by adding them from Contacts or they'll be added automatically when you create an invoice, bill or transaction for a customer or supplier for the first time.
If you already have contacts in Xero you can import additional contacts, make changes to existing contacts, or export your contacts.
You can't import contacts to a particular group. You can only allocate contacts to a group after you import them.
To import contacts into Xero go to Contacts > All Contacts and click on the 'Import' button. Users who have access to contacts can import. Contacts can be imported any time after setup is complete. You can't import employee contacts.
- Create and import your Contacts file
- Enter or copy contacts into the CSV file
- Update existing contacts using the CSV import
- Confirm the contact import
You need to save your file in a CSV format, and not just rename a file so that it contains '.csv' or '.txt'. Xero will not accept any other file type. Then, as long as you follow some specific rules below, Xero will understand the data you put into your CSV file and will know how to create your Chart of Accounts from it.
From any tab in Contacts, choose the Import button to go to the Import Contacts screen.
If you want to start with Xero's blank template or reformat your contacts from an existing system to match the template, you'll need to go to the Import Contacts screen initially to get the template even if you're not ready to import your contacts right away.
You need to be logged into Xero & on the Import Contacts screen in order to access the Contacts template link
Use the Xero template
Contacts need 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 Contact fields in Xero.
From the Import Contacts screen, click on the 'Download template file' link to save or open a blank template containing the headings under which you need to enter or copy your contacts' details. Depending on how your computer is set up, the CSV template provided by Xero will most likely open in Excel.
Export first & update
If you already have some contacts in Xero and want to add a whole lot more, or make some changes to the contacts you already have, you can Export your Contacts from Xero in the CSV format ready for you to make updates to.
If you're importing contacts into an organisation that already has contacts, or you want to edit your current contacts offline, take note of the points below that describe what happens when you import updated contacts back into Xero.
Copy contacts from another system like MYOB, Quickbooks, Sage, Outlook, Entourage or any CRM system that you can export your contacts or address book from
Enter or copy your contacts into the CSV file
Whether you started with the blank Xero template or have got a file of your contacts exported from Xero or another system, enter or change contacts in the columns provided in the CSV file.
If you have started with the blank template, make sure you enter or copy information from another exported file into the right columns on the template, one contact per row.
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.
Contacts exported from Xero
If you're updating a file that you've exported from Xero make sure you keep the updated information within the same original columns.
Tips & rules for entering contacts
Enter your contacts to the CSV file one contact per row.
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.
If you've exported existing contacts from Xero into a CSV file, you can edit them and then import them into Xero.
As well as the above guidelines for putting new contacts into a CSV file, please take note of the following:
If you add new contacts to those already in the file
Contact names are unique identifiers
Removing, merging or restoring contacts
Contact types are not exported with the contact out of Xero
If you've imported a file with information in the wrong columns
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.
Click the Update button to bring the contacts from the file into Xero where you will be asked to confirm the import before finally importing the contacts into Xero.
Click the Cancel button if you want to stop the import process for now.
Review the contacts to be imported
Once you have created your Contacts file and selected the .csv or .txt file to import into Xero, you can review what's going to be imported before finally completing the process.