Introduction
If your Malaysian or Singaporean bank does not have a direct Xero Bank Feed, you can still keep your books up to date by importing transactions manually using a CSV bank statement file.
This guide explains how to use Xero’s official CSV template, prepare your data correctly, and upload it into Xero without errors.
5 Steps to Complete Importing Bank Statements into Xero using CSV template
Step 1: Downloading the Official CSV Template
Log in to Xero.
Go to Accounting → Bank Accounts.
Select the account you want to update.
Click the three dots on the right, choose Import a Statement.
Download the CSV Template link provided by Xero.
Step 2: Formatting Rules for Dates, Amounts, and Descriptions
Before uploading, make sure your CSV file follows these formatting rules to avoid import errors:
Field | Format | Example | Notes |
Date | DD/MM/YYYY or MM/DD/YYYY (depending on Xero settings) | 15/01/2025 | Ensure consistency across all rows |
Amount | Numeric; positive for deposits, negative for withdrawals | -2500.00 | No commas, symbols, or extra spaces |
Description | Text only | Monthly rental payment | Avoid special characters (/, #, &) |
Payee | Optional but recommended | CIMB Bank | Can help match contacts later |
Reference | Optional | INV-2025-001 | Useful for cross-checking invoice numbers |
Pro Tip: Always open your CSV in a plain-text editor (e.g. Notepad) or Google Sheets before saving — some spreadsheet programs may alter date or currency formatting.
Step 3: Uploading the File into Xero
In your chosen bank account, click Manage Account → Import a Statement.
Select your file and click Next.
Review the preview to ensure all columns (Date, Amount, Description) appear correctly.
Click Complete Import to finish.
Note: If you see a warning about “unrecognized column headers,” check that your template matches Xero’s required field names exactly.
Step 4: How to ensure Bank Statement Balance is correct?
Please refer to our Article on Troubleshooting Unmatched Transactions in Xero
Step 5: Resolving Import Errors
If your import fails or shows mismatched data, check for the following common issues:
Error | Cause | Fix |
❌ Incorrect date format | CSV not matching Xero’s expected date style | Reformat all dates consistently |
❌ Missing or extra columns | Headers don’t align with Xero’s required fields | Use the downloaded Xero CSV template |
❌ Amount column not recognized | Amounts contain currency symbols or commas | Remove RM/commas; use plain numbers |
❌ Duplicate transactions | Same file uploaded twice | Delete duplicate imports via Manage Account → Statement Import History |
❌ Empty rows | Blank lines at end of file | Remove empty rows before saving as CSV |
Frequently Asked Questions (FAQs) about How to Upload or Import Bank Statements into Xero using CSV template?
Q: What are the compulsory columns?
A: At least will require Date, & Amount (single column, positive/negative values). Optional column: Payee, Description, Reference.
Q: Why are some transactions missing?
A: Xero may skip duplicate lines or overlapping transactions from another feed. Check date range and make sure no duplicates exist.
Q: How many lines can I import?
A: Up to 1,000 lines per CSV is recommended for smooth upload.
Q: Can I include extra columns?
A: Yes, you can add optional fields like Account Code, Tax Type, or Tracking — just map them during upload.
Q: What should I check before import?
A: Clean up the file (no blanks or extra rows), save as .csv (comma delimited), check the signs on amounts, and use Xero’s “Import Statement” under Bank Accounts → Manage Account.
Q: I imported the wrong file — how to fix it?
A: Delete the incorrect statement in Xero, correct your CSV, and re-import.