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How to export invoice data and import it into Xero
How to export invoice data and import it into Xero

Import your invoice data into Xero

Max Franke avatar
Written by Max Franke
Updated over a week ago
  • Request does not yet offer a CSV export directly compatible with Xero. However, our "QuickBooks-optimized" CSV can be amended to comply with Xero's requirements for CSV imports.

  • For invoices with discounts, you'll need to update each invoice in the CSV separately to ensure the discount is added in Xero (see step 7 in "Preparing your invoices CSV for Xero" below).

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How to import invoices into Xero

Exporting invoices from Request

  1. Log into Request

  2. Navigate to the Invoices menu

  3. Click on the meatballs icon "..." (see image below)

  4. Click on Download CSV

  5. Select QuickBooks-optimized CSV

  6. Click on Download

Click on the meatballs icon to download a CSV for QuickBooks

Preparing your invoices CSV for Xero

If you're using the US Xero: Re-Formatting the date to MM/DD/YYYY

If your country is set as the United States in Xero, Xero will require US date formats. The QuickBooks-optimized CSV comes in DD/MM/YYYY format. So it needs to be updated. Here's how that works:

  1. Open the CSV file you downloaded from Request

  2. Format the InvoiceDate and DueDate columns as MM/DD/YYYY

How to format the date in Google Sheets

  1. Highlight the InvoiceDate and DueDate columns

  2. Click Format > Number > Custom date and time

  3. Remove the selected format

  4. Click on the down-arrow on the right and select:

    • Day (with leading zero)

    • Month (with leading zero)

    • Year (full numeric year)

    • Add a / between Day/Month and Month/Year

  5. Your final format should look like this

How to format the date in Excel

  1. Highlight the InvoiceDate and DueDate columns

  2. Press CTRL+1

  3. In the Format Cells box, click the Number tab

  4. In the Category list, click Date, and then choose the MM/DD/YYYY date format

  5. Click Ok

Copying the data into the Xero CSV template

  1. Download the Xero CSV template for invoices here

  2. Open the CSV file you downloaded from Request and the Xero CSV template

  3. Copy over the data from the downloaded CSV file into the Xero CSV template

    • InvoiceNoInvoiceNumber (in Xero CSV template)

    • CustomerContactName

    • InvoiceDateInvoiceDate

    • DueDateDueDate

    • ItemDescriptionDescription

    • ItemQuantityQuantity

    • ItemRateUnitAmount

  4. Fill in the AccountCode column in the Xero CSV template (based on the Chart of Accounts you're using in Xero)

  5. Fill in the TaxType column in the Xero CSV template (using the name of the tax rate in Xero)

  6. If applicable: convert USD values in the CSV to the currency you're using in Xero

  7. If applicable: if you have invoices with discounts, enter the value without the % symbol in the Discount field (e.g., a 20% discount should be entered as 20)

  8. If needed: fill in any of the optional fields in the CSV

Importing your invoices CSV into Xero

  1. Log into Xero

  2. Follow the instructions to import your prepared CSV

    • When asked "Would you like to update contact address details?", choose what works for you

    • When asked "Is the UnitAmount field tax inclusive or exclusive?", make sure that "Tax Exclusive" is selected

Troubleshooting

"Unable to retrieve valid currency conversion rate" error

If you're getting this error, then you will have to add the missing currency to your Xero account first before trying to import the CSV again.

You can do that in Xero by clicking on your company name and Settings > Currencies > Add a currency.

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