Export invoices to Xero as a CSV

Every plan can download ready-to-import accounting files: no Xero connection needed. This is separate from live Xero sync, which needs the AI & integrations module; see Sync with Xero if your workspace has that instead.

Before you start

Downloading the files needs an owner, admin, dispatcher or office role. Only the owner or an admin can set up the mapping below, in Settings → Xero.

Match the export to your Xero organisation

Under Settings → Xero, set:

• Sales account code: the Xero account new invoices post to (NZ default 200).
• GST tax rate name: the exact name of your output-GST rate in Xero (NZ default "15% GST on Income").
• Zero-rated tax rate name: the exact name of your zero-rated rate (NZ default "Zero Rated").

These must match your Xero organisation exactly, or the import is rejected, or worse, a zero-rated invoice gets charged GST it shouldn't. Leave a field blank to use the New Zealand default, and select Save Xero settings.

Download the files

The four downloads live on Settings → Xero and on Settings → Exports. They are also in the Export menu on Overview (Finances → Reports), which is the only place dispatchers and office staff can reach them:

• Invoices to Xero: one row per line item, ready to import as Xero sales invoices. Draft and voided invoices are left out, as are any invoices that originated in Xero (importing those back would duplicate them).
• Invoices to MYOB: draft and voided invoices left out, formatted for MYOB AccountRight. Unlike the Xero file, this one does not leave out invoices that originated in Xero: a Xero-sourced invoice is not a duplicate in MYOB. It lists the stored line items for each included invoice and does not use Xero's header total.
• Contacts to Xero: your customers, ready to import as Xero contacts.
• Payments to Xero: a bank-statement-style file of payments you've recorded, for reconciling against your Xero bank feed.

None of these count towards the background-export allowance described in Export your data and photos: they're a separate, always-available mechanism.

The Sales → Invoices register CSV is separate from Invoices to Xero. For an invoice that came from Xero, its subtotal, GST and total in the register use Xero's header when all three amounts are present; otherwise ONYX1 calculates from the stored lines. See Invoice a job for the register fields and filters.

Using this alongside live sync

If you also run live Xero sync on invoices, be careful with overlap: the CSV file numbers invoices differently to how sync does, so Xero won't recognise the same invoice twice and will end up with two copies. Filter out anything already syncing before you import the file; Settings → Xero shows the exact date from which sync took over.

The CSV export does not pull Xero supplier bills or check whether invoice lines have matching job costs. Use Sync with Xero and Reconcile Xero bills and invoices with your jobs for those workflows.

If something goes wrong

• Forbidden downloading a file: your role doesn't include invoices or customers management.
• MFA enrolment required: your business requires two-factor sign-in before exporting; set it up under your account, then retry.
• Only an admin can change Xero settings.: ask an owner or admin to update the mapping.
• Xero rejects the import, or adds GST it shouldn't: check the Sales account code and both tax rate names match your Xero organisation exactly.