Introduction
Importing sales invoices in Xero helps you save time when dealing with large volumes of transactions. Instead of entering invoices manually, you can upload multiple invoices from a CSV file, making bulk data entry faster and more efficient. This feature is particularly useful when migrating from another system or recording historical sales data.
9 Steps on How to upload sales invoice into Xero using CSV file?
Step 1: From the dashboard, go to Sales, choose Invoices.
Step 2: Click the Import button.
Step 3: Download the sample CSV template. This file provides the correct column structure required by Xero.
Step 4: Open the CSV file in Excel or Google Sheets and enter your invoice details:
Compulsory Columns:
Contact Name* | If its an existing customer, it must match the customer name in Xero. |
InvoiceNumber* | Unique invoice reference (no duplicates). |
InvoiceDate* | Date of issue (format: DD/MM/YYYY). |
DueDate* | Date payment is due (format: DD/MM/YYYY). |
Description* | Details of goods or services sold. |
Quantity* | Number of units. |
UnitAmount* | Price per unit (tax inclusive or exclusive depending on setting). |
AccountCode* | Revenue account code (e.g., 200 = Sales). |
TaxType* | Applicable tax rate (must exist in Xero). |
Optional Columns Include:
Currency | Only required for foreign currency invoices. |
AmountsAre | Defines if figures are Tax Exclusive or Tax Inclusive. |
Reference, BrandingTheme, Tracking, etc. | Can be added if needed. |
Sample Import File
Below is an example of how your CSV file might look. Kindly note that the columns displayed below are only the compulsory fields (marked with *). You may also fill in other optional columns in the import template as needed.
Step 5: Save the file as a .CSV format.
Step 6: Return to Xero and upload your completed CSV file. Upload your completed CSV file.
Review the address details, tax settings, and amount inclusivity (Tax Inclusive/Exclusive).
Step 7: Click Import to complete the process.
Step 8: Xero will display a preview of your data:
If Xero detects missing or invalid fields, it will highlight them for correction.
You can go back and edit your CSV, then re-upload.
Once the preview looks correct, click Complete Import.
Step 9: Once the CSV file is successfully imported, Xero will create a draft sales invoice for each entry in your file.
Below is an example of how the imported invoice appears in draft status:
How the Imported Draft Invoice Appears:
Importing Invoices with Multiple Line Items
If a single invoice contains several items, include each item as a separate row in your CSV but use the same invoice number for all lines. Xero will automatically group them together into one invoice.
Tips
Always use Xero’s latest CSV template to avoid formatting errors.
Double-check that customer names and account codes match exactly with what exists in Xero.
Use consistent date and currency formats.
If you need to import recurring invoices, set them up manually after importing your base invoices.
Keep a backup of your CSV files for audit purposes.
Common Validation Checks
When uploading, Xero automatically checks your data for:
Duplicate invoice numbers – must be unique.
Invalid account codes or tax rates – must exist in Xero.
Unmatched contact names – must match existing customer records exactly.
If any of these issues occur, correct your CSV and re-upload it.
Frequently Asked Questions (FAQs) about How to Import Sales Invoice into Xero?
Q: Can I import invoices with line items at different tax rates?
A: Yes. Each line item can have its own tax rate as long as the tax codes exist in Xero.
Q: Can I import payments along with invoices?
A: No. Payments must be recorded separately after importing invoices.
Q: What happens if an invoice already exists with the same number?
A: Xero will reject duplicates. You’ll need to change the invoice number before importing.
Q: Can I edit imported invoices?
A: Yes, imported invoices can be edited as long as they are in Draft or Awaiting Approval status.
Conclusion
Importing sales invoices in Xero streamlines data entry and reduces manual effort. By preparing your data correctly and using Xero’s import tools, you can quickly upload multiple invoices at once. This process helps maintain accuracy, consistency, and efficiency in your invoicing workflow, allowing you to focus on managing your business rather than repetitive data entry.