Migrating to Xero: What, When, and How to Import Your Accounting Data Invoices, Transactions, Journals & More

Automatic entity creation eliminates missing reference errors by creating customers, suppliers, accounts, and items during import if they don’t exist. This prevents the cascading failures common when source data references entities not yet established in Xero. Head to the Xero App Store to find experienced conversion partners and learn about their white glove approach. They use a variety of tools to ensure your transaction history is accurately converted into Xero, your data is tidy and your chart of accounts is set up to your liking.

Hundreds convert their QuickBooks files to Xero every month

Tax season can be stressful, especially when you’re unsure how to pull the right financial reports from Xero. Exporting your financials correctly can save you and your accountant time, ensuring a smooth tax filing process. Are you tired of manually pulling data from Xero for your financial reports? Struggling to keep your spreadsheets up-to-date with the latest numbers?

Staged Cutover Approach

Although simple, this process is imperative for small teams looking to back up, migrate, or shift their customer data. Let’s break down how to export your financials from Xero—so you can avoid these pitfalls and stay on track. Nikesh is a Spreadsheet Enthusiast and Product Manager at Coefficient, with over 8 years of experience in API integrations and turning customer needs into solutions. The humble spreadsheet – his go-to trusty sidekick for untangling data mysteries. At Coefficient, he’s all about making spreadsheets smarter, creating tools that keep them updated with data that matters.

All reports and data can be exported as an XSL or CSV file, while others can be exported via different file formats. Unfortunately, you can’t currently export customer data from the Xero mobile app. You can also download a CSV template file from Xero to ensure all contact information is formatted correctly before importing. Once you’ve exported your Xero customers to a CSV file, Google users may want to save that file as a Google Sheets document.

Step 6: Repeat the Process

• I’ve been helping small and local businesses with digital activties over the last 7 years.
• Approach it strategically, prepare thoroughly, and don’t hesitate to leverage specialized tools when your business requirements exceed basic import capabilities.
• This way, you’ll have your data auto-refreshed to keep it in sync with the latest changes to the source.
• The connector by Coupler.io will load data from Xero to Looker Studio or Google Sheets and will refresh the dashboard automatically.
• If you have exported an Invoice to Xero by mistake, you can select the invoice in Xero and click Mark As Pending.

Successful Xero migration requires strategic thinking about data scope, meticulous preparation of source files, and realistic expectations about the transition process. The most satisfied users are those who “clean up data before transferring so that it is error-free and up-to-date” and plan for “a couple weeks of glitches and learning curves”. Reference number management handles the common scenario where imported data includes existing reference numbers. The system can “use the reference numbers (like Invoice No., Bill No., etc.) provided in the file” or generate new ones automatically, preventing duplicate reference conflicts. Use a series of CSV templates made accessible within Xero to accurately import your chart of accounts, invoices, bills, contacts and fixed assets from any accounting software.

Analyze your financial performance with a unified dashboard featuring key reports from Xero like cash flow, profit and loss, balance sheet, and others. Get comprehensive financial insights from your Xero account with key performance metrics, balance sheet analysis, and cash flow projections. Quickly assess your business health and make informed financial decisions.

However, the Xero mobile app allows you to send invoices, capture receipts, and manage expenses anytime, anywhere. Exporting your customer data from Xero is a secure and safe, non-cloud way to back up your customer data. Firstly, I always advise keeping a backup of your customer data outside of Xero in case of system failures or accidental deletions. This will automatically download and save your selected contact list as a CSV file to your computer. Repeat steps 3–5 for each financial statement you need to export. You can select additional fields to include in your data import if needed.

• Still, you won’t consider it a viable choice if you have to export data in large amounts or on a frequent basis.
• Users can “undo the import if the data is incorrectly imported”, then correct source data and re-import without accumulating duplicate or corrupted records.
• Understand the basics of converting client data to Xero with full control over the migration process.
• If you’d like to export Xero data automatically on the chosen schedule and lack coding skills, a third-party connector is what you need.
• Visualizing Xero data helps you identify trends and patterns in it, as well as simplifying your understanding of information and leading to meaningful conclusions.

Your task is to choose the preferred destination from the dropdown list. Still, you won’t consider it a viable choice if you have to export data in large amounts or on a frequent basis. In this case, it will take a lot of time and effort, as well as put data accuracy at risk. It’s a flexible, customizable, and scalable method to load your data into the required destination. Click here to learn more about the user role for exporting data from Xero.

It’s one of the P&L dashboards by Coupler.io, and is also available as a template in Looker Studio and Google Sheets. Pick the version you need and follow the instructions in the Readme tab to populate the dashboard with the data from your Xero account easily. Visualizing Xero data helps you identify trends and patterns in it, as well as simplifying your understanding of information and leading to meaningful conclusions. Here, Coupler.io comes as a handy addition on your way to data visualization. It allows you to import data from Xero to Looker Studio, connect Xero to PowerBI, Tableau, and Qlik. Now, let’s move to the most versatile option – automated data exports with the help of Coupler.io.

How To Export Customers In Xero? (Quick Guide)

Coefficient syncs live data from various business systems, like Xero, directly into Excel and Google Sheets. For Xero users, this means you can build real-time financial reports, automate data updates, and streamline your accounting workflows without leaving your spreadsheet. File formatting requirements vary significantly between Xero’s native import tools and third-party solutions. With Coupler.io, you can save time and ensure data accuracy by preventing human errors. On top of that, it’s possible to make your reports self-updating.

With these insights, you can make decisions such as payment follow-ups and cash flow management. This Xero financial dashboard gives you a complete view of your company’s financial performance. It helps you track revenue, expenses, cash flow, and balance sheet changes easily. It also simplifies financial monitoring with visual insights, so you don’t have to dig through complex reports. With all key metrics in one place, you can use this dashboard to analyze profitability, manage cash flow, and assess financial stability. You can easily load Xero data to the chosen app by taking the steps described earlier in the article.

If you’re an accountant or bookkeeper, find out about methods for converting client data to Xero. When you sign up for Xero, you can upload your QuickBooks data into a free conversion tool. Once the data has converted, you’ll have access to current and prior year transactions and enjoy all things Xero for your business. The file with your Xero data is ready for import into the preferred app. While it seems feasible at first glance, this is only appropriate for small data amounts exported once in a while.

Method 1: Exporting Xero Data with Coefficient (Recommended)

That’s right, mainly if you deal with frequent reporting on vast volumes of data. So, you’d better automate data exports and schedule them at preferred intervals. And finally, if you move from Xero to another accounting software, you must export your customer data before you cancel your Xero subscription to ensure you don’t lose it.

Trial balance approach offers a pragmatic middle ground, particularly effective for businesses prioritizing speed over historical detail. This method involves importing opening balances and unpaid export to xero invoices/bills while summarizing prior periods into journal entries. This approach works particularly well when combined with exported reports from your previous system for reference. For complex migrations or when facing Conversion Toolbox limitations, third-party tools like SaasAnt Transactions offer enhanced capabilities. This becomes particularly valuable when importing large datasets or when source data doesn’t perfectly align with Xero’s expected formats. In this comprehensive guide, we’ll explore three methods to export Xero data, with a focus on streamlining your reporting process.

Let’s now discuss one of the mentioned processes you can perform based on imported data – visualization. Finally, click Run importer to load your Xero data to the destination app. After that, specify the preferred interval, days of the week, hours, and time zone for auto-updates. So, if you need to have this done more frequently, choose from hourly to every 15 minutes, making it near real-time.