How to Import Quotes into Xero

Andrew Francis Etto

Modified on: Sun, 1 Sep, 2024 at 7:28 PM

You can import Quotes 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 Quote into Xero

To import Quotes 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 Quote that you want to import.

Step 3: Select Quote as the Xero entity.

Step 4: Set up the mapping of the columns in your Quote import file to the corresponding fields in Xero.

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

Please refer basics of field mappings for more info. If you have any confusion or doubts, feel free to drop an email to [email protected].

SaasAnt Transactions (Online) Fields

Field Name	Format	Description
Quote 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.
Quote Date	Date	Date of the transaction.
Expiry Date	Date	Date for the quote to be expiry.
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 should 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 1
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 Quote
Currency Rate	Decimal	Currency Rate for the Quote
Status	Characters	The status would be default if the status is not given
Branding Theme	Characters	Branding Theme for the Quote
Reference No	255 Characters	Additional reference number
Title	255 Characters	The Title for the Quote
Summary	255 Characters	The Summary of the Quote
Terms	255 Characters	The Terms of the Quote

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.

Quote Number must be unique: You must specify a different number. This number has already been used.

There is another Quote with the same reference number. Please use a different reference number.

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

Email Address is invalid.

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 for 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 Quotes Orders template attached here for your reference:

SaasAntTransactions-SampleTemplateXero.xls
(147 KB)

Steps to Import Quote into Xero

SaasAnt Transactions (Online) Fields

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

Possible Failures & Troubleshooting Tips

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