Import Sales Invoices into Xero

If you have a backlog of unpaid invoices from your previous system, importing them in bulk saves hours of manual entry. Follow these three steps to get them into Xero correctly.

Step 1 — Download the Invoice Template

Go to Business and select Sales overview. Click the import option and download the Xero invoice template CSV file. This file contains the exact column headings Xero expects — do not remove, reorder, or rename any columns.

Step 2 — Populate the Template

Export your unpaid invoices from your old system as a CSV, then copy and paste the data into the Xero template.

Key rules to follow:

• Contact name and invoice number are the only required fields for a successful draft import.
• If contacts already exist in Xero, the name must match exactly — otherwise the import creates duplicate records.
• Invoice numbers must be unique. If an invoice has multiple line items, use the same invoice number for each row — Xero will combine them into a single invoice.
• Dates must be formatted as DD/MM/YYYY.
• Write a clear description for each line so you can reconcile transactions later.
• Include quantity, unit amount, and tax type — the tax type name must match exactly as it appears in Xero.
• Do not include a total column — Xero calculates this automatically.
• Account code — code each line to the relevant sales account.

Save the completed file as a CSV.

Step 3 — Import into Xero

1. In Xero, click Browse and select your CSV file.
2. Choose whether to update existing contacts with imported address details.
3. Select how Xero should handle tax amounts (exclusive or inclusive).
4. Click Import.
5. Review the result message, fix any errors flagged, and click Complete.

The invoices will land in the Draft tab. Select them all and click Approve. Xero marks them as approved and moves them to Awaiting payment.