Import Receipts into Xero fast and easy, using Business Importer.

How to import Receipts into Xero with Business Importer in 5 simple steps

To import Receipts into Xero, please, follow 5 simple steps:

1. Sign in to Business Importer and connect it to Xero.

To connect Business Importer and Xero go to:

Accounts – Add company – Xero

2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.

3. Choose the list in your Excel, which contains Receipts you want to import into Xero. Click on the Next button.

4. Select Company (you want to import to) and Entity (Receipts), and create mapping – connect Xero labels* to Your Labels**. Press the Next button.

*Xero labels – Xero fields at Receipts that are required to be filled in.

**Your labels – your spreadsheet columns containing all information on Receipts you want to import into Xero.

5. Review* if the information is entered correctly and click on the Next button.

 

*Correct data if necessary – on this stage you can manually change data in the columns you are going to import into Xero.

Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.

Check out your Receipts import into Xero result in your e-mail or in the Scheduled imports tab.

 

Or check out the results at your Xero account.

How-to Guide – How to import Receipts into Xero

Find a detailed How-to guide in Business Importer. It will help you prepare your spreadsheets that contain Receipts, Purchase Orders, Invoices, Contacts, Bills, Manual Journals, Bank Transfers,  etc. you want to import into Xero.

Xero Field	Business Importer Name	Description	Example
Contact	Contact name	You need to provide the ContactID or ContactNumber of an existing contact.	Travis Waldron
Date	Date	Date format: dd/MM/yyyy, e.g. 20/05/2015.You can change it on Settings page.	20/05/2015
Receipt Number	Receipt Number	Sequence number for receipt	REC-001
Reference	Reference	Additional reference number	1234-5678-999
Amount Types	Amounts are	Valid values: Exclusive, Inclusive, NoTax.	Inclusive
Subtotal	SubTotal	Total of receipt excluding taxes	230.00
Total	Total	Total of receipt tax inclusive (i.e. SubTotal + TotalTax)	300.00
Total Tax	Total Tax	Total tax on receipt	70.00
User	User email	The user in the organisation that the expense claim receipt is for.	JohnJohnson@gmail.com
Line	Line: Account Code	AccountCode must be active for the organisation. AccountCodes can only be applied to a receipt when the ShowInExpenseClaims value is true. Bank Accounts can not be applied to receipts.	604
	Line: Description	Free form text description of the line item that appears in the printed record. Maximum of 4000 chars.	New receipt
	Line: Unit price	Unit price of the subject item as referenced by ItemRef.	100.00
	Line: Amount	The amount of the line item. If you wish to omit either of the or you can provide a LineAmount and Xero will calculate the missing amount for you.	300.00
	Line: Quantity	Number of items for the line.	3
	Line: Tracking option	The name of the tracking option	Marketing, East
	Line: Tax Type	Used as an override if the default Tax Code for the selected is not correct. Valid values: INPUT, NONE, OUTPUT, GSTONIMPORTS (Global).	INPUT

Check out the Receipts import results

There are 5 types of import results.

Errors in the Receipts import into Xero

The most common errors and the ways to solve them.
There are 3 the most common errors made by our clients when they import Receipts to Xero. To prevent this happening, we have reviewed all of them and given solutions below.

Problem	Error occurs	Solution	Correct example
Invalid account code.	Account code ‘260’ is not a valid code for this document.	Please, provide a valid account conde for Receipt.	400
Line:Quantity*Line: Unit Price = Line:Amount	The line total 50.00 does not match the expected line total 49.00.	Please,make sure that Quantity*Unit Price = Amount	5*6=30
No description.	The description field is mandatory for each line item.	Please, provide description for this item.	New boxes with balls.

 

Remember, that any question you can address us. We will be glad to help you!
Just leave us a message, call us on (469) 629-7891 or write to support@cloudbusinesshq.com.