Update multiple contacts' details in one go

Update multiple contacts' details in one go by exporting a list of contacts from Xero, adding or changing details, then importing your saved file back into Xero. You can't update contact names, or archive, merge or restore contacts this way.

Export list of contacts from Xero

  1. In the Contacts menu, select the group of contacts you want to export.

    For example, to export contacts you've created sales invoices and sales credit notes for, click Customers.

    Image of the Contacts menu and the Customers list.

  2. Click Export.

    Image showing the Customers list and the Export button.

Prepare and save data in the file

Open the file downloaded from Xero, and add or change your contacts' details.

You can add new contacts to the file, but don't change any names in the ContactName field. (Xero will create a new contact and won't update the existing contact.) To change a contact's name, update the contact's details in Xero.

If you've exported a file containing bank account numbers, make sure the numbers are in the correct format before you import the file back into Xero.

Other information is optional. But if you're importing any of the following columns, you'll need to format or enter the information correctly so we're able to import it.

ColumnDescriptionFormat or entry details
PhoneNumberContact's phone numberUse spaces to separate country code, area code and the number
BankAccountNumberSupplier's bank account for batch paymentsEnter full bank account number. We recommend using hyphens when formatting the number - this avoids Excel converting it to scientific format because it's longer than 11 digits.
AccountsReceivableTaxCodeNameDefault tax for invoices Enter the exact tax name
AccountsPayableTaxCodeNameDefault tax for bills Enter the exact tax name
WebsiteContact's websiteInclude http://
DiscountDefault sales discount %Enter a number up to 2 decimal places
DueDateBillDayDefault bill payment term (due date or days after)Enter up to 2 numbers for the day of the month, or up to 3 numbers for days after. Make sure you also enter DueDateBillTerm
DueDateBillTermDefault bill payment termEnter Current Month or Following Month or Days After or Days After End of Month. Make sure you also enter DueDateBillDay
DueDateSalesDayDefault invoice payment term (due date or days after)Enter up to 2 numbers for the day of the month, or up to 3 numbers for days after. Make sure you also enter DueDateSalesTerm
DueDateSalesTermDefault invoice payment termEnter Current Month or Following Month or Days After or Days After End of Month. Make sure you also enter DueDateSalesDay
SalesAccountDefault account for sales transactions Enter just the code from your chart of accounts
PurchasesAccountDefault account for purchase transactionsEnter just the code from your chart of accounts
BrandingThemeDefault invoice branding for invoices and other documents you sendEnter the name of an invoice branding theme you have added
DefaultTaxBillsDefault tax treatment for sales transactionsEnter Inclusive or Exclusive or No Tax
DefaultTaxSalesDefault tax treatment for purchase transactionsEnter Inclusive or Exclusive or No Tax

Import your file into Xero

  1. In the Contacts menu, select All Contacts.
  2. Click Import.
  3. Click Browse and select your saved file.
  4. Choose how you want Xero to handle empty fields.
  5. Click Import.
  6. Review the information to be imported. If you're happy that it's correct, click Complete Import.

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