Export a batch payment file and 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.

What to check before you export a batch payment file

If you choose to export your batch payment file and upload it to your bank, check that:

  • 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) is able to make direct credit payments to contacts this way.

If you're exporting your batch file to ANZ, BNZ, Kiwibank, ASB, Rabobank, Westpac (deskbank), TSB Bank or Nelson Building Society NBS, Xero will create a file in a format for you to upload to your bank.

If you're exporting your batch file to a different bank, Xero will create an export file using 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 while setting up a direct feed online (available for ASB, Kiwibank and TSB customers only). Xero automatically uploads these files to your bank account when you enable bill payments.

    How to export your batch file

    1. Go to Accounts, then click Bank Accounts.
    2. Click the name of the bank account you made the batch payment from.
    3. Open the batch payment.

    4. Your batch payment is either named Payment: multiple items or Payment: Name/Organisation (for one payment in the batch).
    5. Click Export Batch File to download the batch payment file.

      Export batch file

    If there's a bill in your batch with incomplete information, you'll get a message when you try to export the file. The message lists which payment line has errors. Go back and edit your batch before exporting the file.

    Edit a batch payment

    Importing your saved batch file to your bank

    Once you've downloaded the batch payment file, there is no need to open it (excluding files to be imported into New Zealand HSBC accounts). Simply upload the file from your downloads folder on your computer into your online banking.

    If the bank offers you the option to process the batch as either 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 that you don't change the file format or the data in the file. The exception to this rule is if you're uploading a file to a New Zealand HSBC account.

    If you want to upload a batch payment file to a New Zealand HSBC account

    Follow these steps to upload your exported batch payment file to a New Zealand HSBC account.

    1. Export the batch file in Xero.
    2. Open the exported file.
    3. Find out your 3 digit internal branch number.
    4. 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.
    5. Make sure your account number has 12 digits.
      The format should be: XXXYYYYYYZZZ
      X= Branch number Y= Account number Z= Suffix
    6. If you do multiple batch payments in one day you'll need to choose a unique Payment Set Number which immediately follows the account number. For example PS0, PS1, PS2.
    7. Save the file and upload to your New Zealand HSBC account.

    If you use Westpac online banking and want to upload a batch payment file

    Select deskbank csv as the import profile instead of 'fixed bank length'. If it is set up as fixed bank length, you will need to change this by deleting your existing import profile and creating a new one.

    If you're new to uploading files into your bank account for these types of payments, contact your bank to find out how to do this.