Purpose

This procedure outlines the steps to export payroll bill data from Usked and import supplier, vendor, and contractor bills into Xero using the bulk CSV import feature.

Prerequisites

• Active access to Xero

• Access to your Usked account

• Bills exported in CSV format

• Valid Account Codes configured in Xero

• Valid Tax Types configured in Xero

• Spreadsheet editor (Excel or equivalent)

System Access

System: XERO

Login: Log in to Xero using your assigned credentials.

Additional: How to Import Bills into Xero

Part 1: Export Bill CSV from Usked

Step 1: Access Payroll Reports

1. Log in to your Usked account.
   
   

2. Navigate to:
   Billing > Invoices & Payroll > Payroll Reports

Step 2: Export QuickBooks Bill CSV

1. Locate the correct payroll report.
   
   

2. Click the QB Bill Export button.
   
   

3. On the next screen:
   
   

• Click Yes to simplify the rows and minimize bill details.
  
  

• Click Search.
  
  

• Click Download CSV File.
  
  

4. Save the CSV file to your computer.

Part 2: Download and Prepare the Xero Import Template

Importing bills into XERO: 

Step 1: Access the Bill Import Function

1. Log in to Xero.
   
   

2. Navigate to the Purchases menu.
   
   

3. Click Bills.
   
   

4. Click the dropdown arrow next to the green New Bill button.
   
   

5. Select Import from CSV.

Step 2: Download the Template

1. Click Download the Xero import template.
   
   

2. Open the template using Excel or another spreadsheet editor.

Step 3: Copy and Paste Bill Data

1. Open the Usked QuickBooks Bill Export CSV file.
   
   

2. Copy the bill data.
   
   

3. Paste the data into the Xero template.
   
   

4. Ensure all information matches the column headings exactly.
   
   

5. Save the completed file as a CSV.

Important Template Guidelines

• Do NOT modify the column headings in the Xero template.
  
  

• All fields marked with an asterisk (*) are required.
  
  

• Dates must be in U.S. format:
  
  

• Example: 12/25/2026 or Dec 25 2026
  
  

• Contact names must match exactly how they appear in Xero.
  
  

• This prevents duplicate supplier or contractor records.
  
  

• Save the file in CSV format before importing.

Required Field Mapping

InventoryItemCode

• Use the LineItem column from the QuickBooks export file.
  
  

AccountCode

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

TaxType

• Use only tax types configured in Xero.
  
  

Tax Exempt Services

• For independent contractors or tax-exempt services, use:
  Tax Exempt (0%)

Part 3: Import the Bills into Xero

Step 1: Upload the CSV File

1. Navigate to the Import from CSV screen in Xero.
   
   

2. Click Select File.
   
   

3. Choose your completed Xero template CSV file.
   
   

4. Click Confirm.
   
   

5. Click Complete Import.

Part 4: Review, Edit, and Approve Bills

After import, bills will appear in draft status.

To Review or Edit Bills

1. Locate the imported bill.
   
   

2. Click the eye icon to open the bill.
   
   

3. Review the information.
   
   

4. Make edits if necessary.
   
   

5. Click Save after making changes.

To Approve Bills

Bills must be approved individually.

Option 1: Approve the Bill

1. Select the bill.
   
   

2. Click Approve.
   
   

Option 2: Submit for Approval

1. Select the bill.
   
   

2. Click Submit for Approval.
   
   

Once approved, bills will move to the appropriate status for payment processing.