Managing invoices efficiently is crucial for maintaining a streamlined accounting process. If you’re transitioning to Xero and need to import multiple sales invoices, this guide will walk you through the steps to save time and effort.
Content Outline
Xero’s Sales Overview
Xero‘s Sales Overview is your gateway to managing all sales invoices. To access it:
- Click Business in the main menu.
- Select Sales Overview.
This section summarizes the status of all invoices, letting you drill down into details such as unpaid, overdue, or paid invoices. If you’re going live in Xero and have a few unpaid invoices, you can enter them manually. However, for bulk entries, Xero allows importing invoices to save time and avoid manual input errors.
Step 1. Download The Template
Before importing invoices, download the invoice template from Xero:
- Navigate to the Sales Overview section.
2. Look for the import option and download the provided template file.
The template ensures your data aligns with Xero’s required column structure, minimizing errors during import.
Step 2. Copy Your Invoices
Prepare your invoice data using the downloaded template:
- Export your current invoices from your previous accounting system as a comma-separated file (CSV).
- Open the exported file in a spreadsheet editor, such as Excel.
- Copy and paste your invoice data into the corresponding columns of the Xero template.
Tips for accuracy:
- Do not remove, reorder, or rename the columns in the template.
- Ensure the Contact Name and Invoice Number are included, as these are mandatory fields for draft invoices.
- If the contact already exists in Xero, ensure the name matches exactly to avoid duplicate records.
- Use the same invoice number for multiple line items to group them under one invoice.
Step 3. Import Your CSV File
Once your file is ready:
- Save it as a CSV file.
- Return to Xero and click Browse to upload the file.
- Adjust the settings to handle tax amounts:
- Choose whether your data is tax-exclusive or tax-inclusive.
- Decide if you want to overwrite existing contact details in Xero with imported data.
After adjusting settings, click Import.
During this step, Xero will validate the file to detect any errors or missing fields.
Step 4. Review The Import
Xero provides a summary of the import process. If there are errors, Xero will highlight them for you to fix. Common errors include:
- Missing required fields like Contact Name or Invoice Number.
- Incorrect date formats (use DD-MM-YY).
- Tax type names not matching Xero’s exact format.
Fix any errors and re-upload the file. Once there are no errors, proceed to complete the import. Xero will save your invoices under the Draft tab.
Step 5. Approve The Invoices
After importing, your invoices remain in the Draft tab. To approve them in bulk:
- Select all draft invoices.
- Click Approve.
- Confirm the action by clicking OK.
Approved invoices move to the “Awaiting Payment” tab, ready for reconciliation when payments come in.
How Can FastLane Help?
At FastLane, we specialize in helping businesses transition seamlessly to Xero. Whether you’re new to Xero or looking to optimize your current processes, we offer:
- Customized training for your team to master Xero’s features.
- Assistance with importing large volumes of invoices and other financial data.
- Comprehensive support to ensure your invoicing, reporting, and tax compliance are accurate and efficient.
Get in touch with us today to simplify your accounting and focus on growing your business!
