How to Import Invoices into Xero
January 1, 2025
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 [email protected]
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 |
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: |
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 [email protected] 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.
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