Export a batch payment file to import into a bank account

After you've created a batch payment, export the payment file and upload it to your bank to pay the bills in the batch.

Before you start

Make sure:

  • Your bank account is correct in Xero. Make sure the bank name and account prefix is right.
  • Your bank account (typically a business bank account, not a personal account) can make direct credit payments to contacts this way.

If you export to ANZ, BNZ, Kiwibank, ASB, Rabobank, Westpac (deskbank), TSB Bank or Nelson Building Society NBS, Xero will create the file in the correct format for upload. If you export to a different bank, Xero will create the file in a generic format that may work with your bank.

You don't need to export a batch payment file if you enabled automatic bill payments when setting up a direct feed online (available for ASB and Kiwibank customers only). Xero automatically uploads these files to your bank account when you enable bill payments.

Export your batch file

  1. In the Accounts menu, select Bank Accounts.
  2. Click the name of the bank account you made the batch payment from.
  3. Open the batch payment.

    It's called either Payment: multiple items or Payment: Name of customer (for a single payment).

  4. Click Export Batch File to download the file.

    Export batch file

If there's a bill in your batch with incomplete information, you'll get a message showing the payment line errors when you try to export the file. You'll need to edit your batch before exporting the file.

Import the batch payment file to your bank

Once you've downloaded the batch payment file, you don't have to open it (except for files you want to import into a New Zealand HSBC account).

  1. From your downloads folder on your computer, upload the file into your online banking.
  2. If you're asked to process the batch as a single statement line or multiple statement lines, choose the single statement line.

If you import the saved batch file into your bank account, it's important not to change the file format or the data in the file (unless you're uploading to a New Zealand HSBC account).

Upload a batch payment file to a New Zealand HSBC account

  1. Export the batch file in Xero, then open the file.
  2. Find out your 3-digit internal branch number.
  3. Remove the first 6 digits of your account number and replace with the 3-digit branch number. For example, this might be 004 for the HSBC Auckland branch number.
  4. Make sure:
    • Your account number has 12 digits
    • The format should be XXXYYYYYYZZZ (X= Branch number Y= Account number Z= Suffix)
  5. If you do multiple batch payments in one day, choose a unique Payment Set Number which immediately follows the account number. For example, PS0, PS1, PS2.
  6. Save the file and upload it to your New Zealand HSBC account.

Upload a batch payment file with Westpac online banking

Select deskbank csv as the import profile (not fixed bank length). If it's set to fixed bank length, delete your existing import profile and create a new one.

If you haven't uploaded files into your bank account for these types of payments before, contact your bank to find out how to do this.