How to import invoices into Xero using Business Importer

invoices import to xero

Import into fast and easy using Business Importer.

How to with Business Importer in 5 simple steps

To import invoices into Xero, please, follow 5 simple steps:

1. Sign in to Business Importer and connect it to Xero.

To connect Business Importer and Xero go to:

AccountsAdd companyXero

import invoices into Xero

2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.

import invoices into Xero

 

*Important Notes for your Invoices spreadsheets:

number – Unique alpha numeric code identifying invoice.

Line: Tax Type – Valid values:  Tax on Purchases , Tax Exempt , Tax on Sales , Sales Tax on Imports.

Line: Amount = Line: Quantity * Line: Unit price

3. Choose the list in your Excel, which contains Invoices you want to import into Xero. Click on the Next button.

import invoices into Xero
4. Select Company (you want to import to) and Entity (Invoices), and create mapping – connect Xero labels* to Your Labels**. Press the Next button.

import invoices into Xero

*Xero labels – Xero fields in invoices are required to be filled in.

**Your labels – your spreadsheet columns containing all information on invoices you want to import into Xero.

5. Review if the information is entered correctly and click on the Next button.

import invoices into Xero

Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.

import invoices into Xero
See your Invoices import into Xero result in your e-mail or in the Scheduled imports tab.

import invoices into Xero

 

Or check it out at your Xero account.

Xero result: import invoices into Xero

How-to Guide – How to import Invoices into Xero

Find a detailed How-to guide in Business Importer. It will help you prepare your spreadsheets that contain invoices, bills, purchase orders, receipts, credit notes, etc. you want to import into Xero.

import invoices into Xero

 

Here is a small table that will help you to prepare your Excel properly and create correct mapping:

Xero Field Business Importer Name Description Example
Customer name Customer name Name of your contact Bill Green
Currency Code Currency Code 3 letter alpha code for the currency. Example: USD, NZD, EUR, etc. USD
Currency Rate Currency Rate Exchange rate to base currency when money is spent or received. e.g. 0.7500 Only used for bank transactions in non base currency. 0.7500
Invoice date Date Date format: yyyy-MM-dd, e.g. 2015-05-20.You can change it on Settings page. 2015-05-20
Due date Due date Date when the payment of the transaction is due. Date format: yyyy-MM-dd, e.g. 2015-05-20. You can change it on Settings page. 2015-05-20
Expected payment date Expected payment date Date format: yyyy-MM-dd, e.g. 2015-05-20.You can change it on Settings page. Shown on sales invoices (Accounts Receivable) when this has been set. 2015-05-20
Invoice number Invoice number Unique alpha numeric code identifying invoice (when missing will auto-generate from your Organisation Invoice Settings). This value will also display as Reference in the UI. INV-001
Line Amount Types Amounts are Valid values: Exclusive, Inclusive, NoTax. Inclusive
Reference Reference Additional reference number 1234-5678-999
Sent to contact Sent to contact The invoice in the Xero app should be marked as “sent”. This can be set only on invoices that have been approved. Valid values: true or false. true
Status Status Valid values: DRAFT, SUBMITTED, AUTHORISED. SUBMITTED
Url Url Please, provide a valid URL, associated with the transaction. URL link to a source document – shown as “Go to [appName]” in the Xero app. https://api.xero.com/api.xro/2.0/Invoices
Line Line: Account Code Provide an alpha numeric account code e.g 200 or SALES 200
Line: Description Free form text description of the line item that appears in the printed record. Maximum of 4000 chars. Golf balls – white 3 pack.
Line: Discount rate Decimal like 15 15
Line: Item Code User defined item code (max length = 30) 567
Line: Amount The amount of the line item. 300.00
Line: Quantity Number of items for the line. 3
Line: Tax amount The tax amount is auto calculated as a percentage of the line amount based on the tax rate. 70.00
Line: Tax Type Define a tax type: Tax on Purchases , Tax Exempt , Tax on Sales , Sales Tax on Imports (for US). Tax on Purchases
Line: Region Tracking ID ae777a87-5ef3-4fa0-a4f0-d10e1f13073a
Line: Unit price Unit price of the subject item as referenced by ItemRef. 100.00

Check out the Invoices import results

There are 5 types of import results.

 import Invoices into QuickBooks Online

Errors in the Invoices import

The most common errors and the ways to solve them.
There are 4 the most common errors made by our clients when they import Invoices into Xero. To prevent this happening, we have reviewed all of them and given solutions below.

Problem Error occurs Solution Correct example
Wrong tax type. WARNING Value ‘[INPUT]’ for ‘Line: Tax Type’ invalid. Valid values: Sales Tax on Imports, Tax Exempt, Tax on Purchases, Tax on Sales. Tax on Sales
Total amount ( Line: Amount) is incorrect. ERROR Invoice INV-015 : The line total 200.00 does not match the expected line total 150.00 Line: Amount= Line: Quantity*Line: Unit price Line: Amount= Line: Quantity*Line: Unit price
No Unit Price in invoice with filled in discount. ERROR Invoice INV-016 : The UnitAmount should be used when specifying a discount for a line item. Please, provide a Unit price. 5.00
Line: Description is empty. ERROR Invoice INV-018 : The description field is mandatory for each line item. Please, provide description to the invoice (goods, services). Golf balls – white 3 pack.

 

Remember, that any question you can address us. We will be glad to help you!
Just leave us a message, call us on 302-261-3644 or write to support@cloudbusinessltd.com.

Xero-logo-hires-RGB

adodvolha

This entry has 0 replies

Comments open

Leave a reply

You may use these HTML tags and attributes: <a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <s> <strike> <strong>