Contact account numbers

Use contact account numbers in Xero to help you identify and reference your customers and suppliers.

This page shows you how to update your contact records so they include contact account numbers. This page also shows you how to include contact account numbers on your customer invoices and other documents.

About contact account numbers

Update your contact records to include contact account numbers

Update your standard branding themes so contact account numbers appear on your invoices and other documents

Update your DOCX branding themes so contact account numbers appear on your invoices and other documents

About contact account numbers

Information. Choose contact account numbers that suit your organization. You might like to enter registration, membership or identification references. You can use a combination of letters and numbers. For example, if you have a customer called ABC Furniture Inc, you might like to give them the account number ABC-100.

Information. Choose whether you include contact account numbers on documents such as invoices and purchase orders.

Information. You can search for your customers and suppliers using contact account numbers.

Update your contact records to include contact account numbers

There are 2 ways you can update your contact records in Xero, either:

If you have many contacts, importing a CSV file is a quicker way to update your contact records.

Method 1: manually update your contact records

Use this method if you don't have many contacts or if you're unable to import a CSV file.

Repeat these instructions for each of the contacts you want to update.

  1. Go to Contacts > All Contacts.

  2. Click the name of the contact you want to update.

  3. Click Edit.

  4. Click Add Account Number and fill in the Account Number field.

    Image showing Add Account Number highlighted

  5. Click Save.

Method 2: import a CSV file to update your contact records

Use this method to quickly update your contact records.

  1. Go to Contacts > All Contacts.

  2. Click Export.

  3. Open the CSV file that Xero downloads to your computer.

  4. Fill in the AccountNumber column with your contacts' account numbers. Each contact number has to be unique and fewer than 50 characters.

    Image showing AccountNumber column highlighted

  5. (Recommended) Delete all columns except for 'Name' and 'AccountNumber'. You should now have a file with just 2 columns and 2 column headings.

    We recommend deleting all columns except for 'Name' and 'AccountNumber' to ensure none of your existing contact data is altered. In some cases Microsoft Excel can automatically reformat some columns such as bank account numbers.

    Image showing empty columns

  6. Save your file with .csv as the file extension. For example, you might name your file Contactupdate.csv.

  7. In Xero, click Import.

  8. Click Browse and select your saved CSV file.

  9. Make sure Ignore empty fields is selected.

    Image shwoing Ignore empty fields

  10. Click Import.

  11. Click Complete Import.

Update your standard branding themes so contact account numbers appear on your invoices and other documents

Follow these instructions if you use standard branding themes and want to include contact account numbers on your sales invoices. You can also include contact account numbers on other documents such as purchase orders.

Repeat these instructions for each of the standard branding themes you want to update.

  1. Go to Settings > General Settings > Invoice Settings.

  2. Next to the standard branding theme you want to update, click Options and select Edit.

    Image showing Edit selected

  3. Select the checkbox next to Show Contact Account Number.

  4. Click Save.

Update your DOCX branding themes so contact account numbers appear on your invoices and other documents

Follow these instructions if you use custom DOCX branding themes and want to include contact account numbers on your sales invoices. You can also include contact account numbers on other documents such as purchase orders.

Read rules and recommendations for using DOCX templates before you start customizing your DOCX template.

  1. Go to Settings > General Settings > Invoice Settings.

  2. Locate the DOCX theme you want to update. Use the Download button to download the ZIP file that contains the DOCX templates.

    Image showing Download button highlighted

  3. Open the template you want to update from the ZIP file.

  4. Decide where you want to place the contact account number.

  5. To insert the account number go to Insert > Quick Parts > Field, select MergeField from Field names, then enter ContactAccountNumber into the field name. (You may also want to include the label Account Number above your inserted field.)

    Image showing Field details

    Image showing an invoice example

  6. Save the file to your computer.

  7. In Xero, on the Invoice Settings screen, use the Upload button to upload your changed file.

  8. Repeat the process for each (invoice, credit note, quote, statement, purchase order) template if you need to.


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