Import sales invoices and credit notes

Import sales invoices and credit notes into Xero - download our CSV template file, copy your information into the template, then import the file into Xero.

Invoices and credit notes are imported into Xero as drafts, so you’ll need to approve them after the import.

Exported a file out of Xero already, containing invoices and credit notes, to import into another Xero organisation? You can skip downloading the template file, but you'll need to check the information in the file meets the same conditions as if you were copying information into the template.

Download our CSV template file

  1. In the Accounts menu, select Sales.
  2. Click Import.

    Image of the Sales screen and the Import button.

  3. Click Download template file.

Copy your sales information into the template

Now that you've downloaded the template file, you can copy in your information. There are columns that you must complete, and others that are optional.

Make sure you don't change any of the column headings in the template - these are needed for the file import. And if you're importing more than 500 items, we recommend you split up the file.

Enter required information into the template

Required columns are marked with an asterisk (*) in the template.
Required columnsWhat you need to enter
ContactName

Enter your customer’s name exactly as it appears in Xero.

If the contact isn’t in Xero, a new contact is created when you import this file.

InvoiceNumber

Enter the invoice or credit note number.

Numbers must be different for each invoice and credit note in this file, and different from any invoices or credit notes already entered in Xero.

If you want to import multiple line items on a single invoice, use the same invoice number for each line item.

To keep the same numbering sequence, enter the number in the same format as it is in Xero, for example, INV-0001.

InvoiceDate

DueDate

Enter the date and the due date of the invoice or credit note.

Use the format DD/MM/YYYY.

Description

Enter a description of the invoice or credit note.

Description can be left empty but must be completed before invoice can be approved.

QuantityEnter the quantity of the items you’ve sold or are crediting.
UnitAmount

Enter the price of the item.

If your item is a credit note, add the price as a negative amount.

Enter all prices in this file as either tax inclusive or tax exclusive, but not a mixture of both. You'll select whether the file contains inclusive or exclusive prices when you import this file.

If your base currency is France or Germany, enter prices in the following formats:

  • France - 1100,00
  • Germany - 1.000,00
AccountCodeEnter the code, as it displays in Xero, to code the item to.
TaxType

Enter the sales tax rate display name as it appears in Xero.

If the tax rate name contains words and a percentage, enter it in full as it appears in Xero, for example, Tax on Sales (8.25%).

The Total and Tax Amount columns will be calculated automatically based on the data entered in the Quantity, Unit Amount and Tax Type fields.

If an Account Code or Tax Type isn't entered, the import will be set to Tax Exempt (0%), and the invoice total will be the tax exclusive amount.

Enter optional information

  • Contact's email address

    In the EmailAddress column, enter your contact’s primary email address to add it to Xero.

    If their primary email address already exists in Xero, you can choose to update it when you import this file.

  • Contact's postal address

    In the POAddressLine1, POAddressLine2, POAddressLine3, POAddressLine4, POCity, PORegion, POPostalCode/POZipCode and POCountry columns, enter your contact’s postal address to add it to Xero.

    If their postal address already exists in Xero, you can choose to update it when you import this file.

  • Reference

    In the Reference column, enter a reference to help you identify and search for the invoice or credit note.

  • Inventory item

    In the InventoryItemCode column, enter the code of the inventory item as it displays in Xero.

    If the inventory item isn’t in Xero, a new untracked inventory item is created when you import this file.

  • Discount

    In the Discount column, enter the discount percentage, up to 2 decimal places and without the % sign.

  • Tracking

    In the TrackingName1 and TrackingOption1 columns, and TrackingName2 and TrackingOption2 columns, enter the tracking category name as it displays in Xero, and the associated tracking category option as it displays in Xero.

  • Currency of the invoice or credit note

    In the Currency column, enter the 3-letter abbreviation of the currency of the invoice or credit note. You'll need to add the foreign currency in Xero first.

  • Branding theme

    In the BrandingTheme column, enter the name of your branding theme as it displays in Xero.

  • Tax adjustment

    You can import a different tax amount from the amount that would be calculated using the rate entered in the TaxType column.

    To do this, add a new column to the template file, enter the heading TaxAmount, and enter the amount of tax. When you import this file, make sure you indicate that amounts are tax exclusive.

Import your saved template file into Xero

  1. In the Accounts menu, select Sales.
  2. Click Import.
  3. Click Browse and select your saved CSV file.
  4. (Optional) If you've entered contact emails and addresses that you want to change when you import this file, select Yes, update contacts with imported address details.
  5. Choose whether the prices in UnitAmount column are tax exclusive or tax inclusive.

    Image of the Sales import screen.

  6. Click Import.
  7. Review the import message in Xero. If there are errors in the file, you can go back to the file, fix them, then import the file again. Otherwise, click Complete Import.

    You can always enter individual invoices or credit notes, which aren't successfully imported, afterwards.

What's next?