Purpose

This procedure explains how to import customer invoices in bulk into Xero, review them, approve them, and send them to customers.

System Access

System: XERO

Login: Log in to Xero using your assigned credentials.

Additional : How to import sales invoices in bulk into Xero

Procedure

Step 1: Navigate to Invoice Import

1. From the top menu, select Sales.

2. Click Invoices.

3. Click the Import button.

Step 2: Download the Import Template

1. Select Download template file.
   
   

2. Save the template to your computer.

Step 3: Prepare Invoice Data

1. Download the invoice export file from Usked (QuickBooks Invoice Export).
   
   

2. Open and copy and paste the invoice data into the Xero invoice import template.
   
   

3. Ensure all data matches the corresponding column headers in the Xero template.
   
   

Field Mapping Tips (QuickBooks Export → Xero)

*= Required field

• Customer → *ContactName

• RefNumber → *InvoiceNumber

• LineItem → InventoryItemCode

• LineUnitPrice → *UnitAmount

• *AccountCode → Use only valid numeric account codes from Xero’s Chart of Accounts.

• *TaxType → Use only tax types configured in Xero.

• If the service is tax exempt, use: Tax Exempt (0%)
  
  

Important: Incorrect AccountCode or TaxType values will cause import errors.

Step 4: Import the Template File

1. Return to Sales > Invoices > Import.
   
   

2.  Click Browse to select the file to import.
   
   

3. Choose whether to:
   
   

• Update contact address details (Yes/No)

1. Yes - New customer or changes to existing customer info

2. No - Existing customer with no updates

• Include or exclude taxes in the Unit Amount field
  
  

4. Click Import.
   
   

5. Click Complete Import.

Step 5: Review Imported Invoices

1. Navigate to Sales > Invoices.
   
   

2. Select the Draft tab.
   
   

3. Review each invoice for accuracy.
   
   

4. Click the invoice number to open and review details.
   
   

5. Make corrections if needed.

Step 6: Approve Invoices

Option A: Approve Immediately

If the invoice is ready:

1. Click Approve.
   
   

Option B: Submit for Approval

If approval is required from another user:

1. Click the Save & Close dropdown.
   
   

2. Select Submit for Approval.
   
   

Once approved, invoices move to the Awaiting Payment tab.

Step 7: Email Invoices to Customers

1. Go to Sales > Invoices.
   
   

2. Select the checkbox next to the invoice(s).
   
   

3. Click Email.
   
   

4. Follow the prompts to send.
   
   

You may send:

• Individual invoices, or
  
  

• Multiple invoices in bulk