How to Import Invoices into Xero

Andrew Francis Etto

Modified on: Sun, 1 Sep, 2024 at 7:23 PM

You can import Invoices from text files or Excel spreadsheets directly into Xero using SaasAnt Transactions (Online) software.

Pre Requisites

Connect your Xero account to SaasAnt Transactions (Online) App from Xero App Marketplace by clicking the "Get this app" button and get the 30-day free trial [No credit card required]. Alternatively, you can log in with your Xero account directly through this link - https://apps.saasant.com/eti-importer-login/index.html.

Steps to Import Invoice into Xero

To import an Invoice into Xero using the SaasAnt Transactions (Online) application, follow the steps below.

Step 1: Click on the "New Import" Menu to upload your file.

Step 2: Select your file and spreadsheet which has the Invoice that you want to import.

Step 3: Select Invoice as the Xero entity.

Step 4: Set up the mapping of the columns in your Invoice import file to the corresponding fields in Xero. Please refer basics of field mappings for more info.

Step 5: Click Import and your Invoice will be directly added to your Xero account.

If you have any confusion or doubts, feel free to drop an email to support@saasant.com

SaasAnt Transactions (Online) Fields

Field Name	Format	Description
Invoice No	255 Characters	Reference number for the transaction. By default, this number is used only within SaasAnt Transactions, and Xero auto-generates a new number.
Contact	Characters	Name of the customer.
Invoice Date	Date	Date of the transaction.
Due Date	Date	Date when the payment of the transaction is due. If the date is not provided, the number of days specified in SalesTermRef added with the transaction date will be used.
Address Line 1	500 Characters	First line of the Customer address
Address Line 2	500 Characters	Second line of the Customer address
Address Line 3	500 Characters	Third line of the Customer address
Address Line 4	500 Characters	Fourth line of the Customer address
City	255 Characters	City of the Customer address
Postal Code	50 Characters	Postal Code of the Customer address
Country	50 Characters	Country of the Customer address
E-Mail	255 Characters	Email address must be in a valid format.
Line Item	50 Characters	Item Name
Line Item Description	4000 Characters	Item Description
Line Item Quantity	Decimal	Number of items for the line
Line Item Unit Price	Decimal	Unit Price of the item for the line
Line Item Discount Percent	Decimal	Item Discount Percentage
Line Item Account	150 Characters	Item Account
Line Item Tax Rate	255 Characters	Item Tax Rate
Tracking Category 1	Characters	Tracking Category name 1
Tracking Category Option 1	Characters	Tracking Category Option name 2
Tracking Category 2	Characters	Tracking Category name 2
Tracking Category Option 2	Characters	Tracking Category Option name 2
Tax Type	Characters	Possible Values: No Tax Inclusive Exclusive
Currency Code	3 Characters	Currency Code for the Invoice
Currency Rate	Decimal	Currency Rate for the Invoice
Expected Payment Date	Date	Expected date of payment
Planned Payment Date	Date	Planned date of payment
URL	Characters	Should be a valid URL
Status	Characters	The status would be default if the status is not given
Sent To Contact	Boolean	Contact to which the Invoice is sent
Branding Theme	Characters	Branding Theme for the Invoice
Reference No	255 Characters	Additional reference number

Possible Failures & Troubleshooting Tips

The currency of the transaction is invalid for the customer/vendor/account.

The given Currency is different from the default currency of the Customer. Please refer to the Customer's Currency in Xero & update the same currency in the Currency field.

Invoice No must be unique: This number has already been used. You must specify a different number.

Another invoice with the same reference number exists in your Xero. Please use a different reference number.

Turn OFF “Assign Transaction Reference Numbers" in the Import settings to let Xero automatically assign invoice numbers.

Email Address is not valid.

Kindly verify the given email address format. It should be in xxxx@xx.xx format.

Date is missing in the request.

The Date is missing for the transaction.

Amount is missing in the request.

The Line Item amount is missing for the particular line item.

Unit Price is missing in the request.

The Line Item unit price is missing for the particular line item.

Quantity is missing in the request.

The Line Item quantity is missing for the particular line item.

One or more transaction lines do not have a tax code. Please assign a tax code for those lines.

You have chosen either Inclusive or Exclusive in the Tax Type, but the Tax code is missing for the line item. Please change the Tax Type to "No Tax" or provide a valid Tax Code for each line item.

No matching reference found for this customer.

There is no match found in your Xero organization with the given Customer Name.

Please enable the "Auto Creation of List Entities (Customer)" feature in import settings to create the customer automatically.

The discount amount must be non-negative and less than or equal to 100.

Please provide valid amounts in the Discount Amount Field.

Click here to start a Free Trial.

Please find the Invoices template attached here for your reference:

Steps to Import Invoice into Xero

SaasAnt Transactions (Online) Fields

Field Name

Format

Description

Invoice No

255 Characters

Reference number for the transaction. By default, this number is used only within SaasAnt Transactions, and Xero auto-generates a new number.

Contact

Characters

Name of the customer.

Invoice Date

Date

Date of the transaction.

Due Date

Date

Date when the payment of the transaction is due. If the date is not provided, the number of days specified in SalesTermRef added with the transaction date will be used.

Address Line 1

500 Characters

First line of the Customer address

Address Line 2

500 Characters

Second line of the Customer address

Address Line 3

500 Characters

Third line of the Customer address

Address Line 4

500 Characters

Fourth line of the Customer address

City

255 Characters

City of the Customer address

Postal Code

50 Characters

Postal Code of the Customer address

Country

50 Characters

Country of the Customer address

E-Mail

255 Characters

Email address must be in a valid format.

Line Item

50 Characters

Item Name

Line Item Description

4000 Characters

Item Description

Line Item Quantity

Decimal

Number of items for the line

Line Item Unit Price

Decimal

Unit Price of the item for the line

Line Item Discount Percent

Decimal

Item Discount Percentage

Line Item Account

150 Characters

Item Account

Line Item Tax Rate

255 Characters

Item Tax Rate

Tracking Category 1

Tracking Category Option 1

Tracking Category 2

Tracking Category Option 2

Tax Type

Characters

Possible Values: No Tax Inclusive Exclusive

Currency Code

3 Characters

Currency Code for the Invoice

Currency Rate

Decimal

Currency Rate for the Invoice

Expected Payment Date

Date

Expected date of payment

Planned Payment Date

Date

Possible Values:
No Tax
Inclusive
Exclusive