Exporting Data from Xero to Spreadsheet (SOP)

Document Control

1. Purpose

The purpose of this procedure is to guide users through exporting core business data from Xero into CSV format for:

• Data migration

• Reporting and analysis

• Backup and record-keeping

• Integration with other systems (e.g. ERP, CRM)

2. Scope

This procedure covers exporting the following datasets:

• Customers

• Suppliers

• Products & Services

Optional exports (covered briefly):

• Invoices

• Chart of Accounts

• Payments

3. Prerequisites

Before proceeding, ensure:

• You have login access to Xero accounting software

• You have appropriate user permissions (Advisor or Standard + Reports access)

• You are using a modern web browser (Chrome, Edge, Firefox recommended)

• Pop-ups/downloads are not blocked

4. Output Format

All exports are generated in:

• CSV (Comma Separated Values) format

These files can be opened in:

• Microsoft Excel

• Google Sheets

• Other spreadsheet or data tools

5. Procedure

5.1 Export Customers

Navigation Path:

Contacts → Customers

Steps:

1. Log in to Xero accounting software

2. Select Contacts from the main menu

3. Click Customers

4. Review the list:

   • Remove filters if applied

   • Ensure all customers are visible

5. Click Export (top right)

6. Select CSV

Output Includes:

• Customer Name

• Email Address

• Phone Number

• Billing Address

• Outstanding Receivables

5.2 Export Suppliers

Navigation Path:

Contacts → Suppliers

Steps:

1. Navigate to Contacts → Suppliers

2. Confirm full supplier list is displayed

3. Click Export

4. Select CSV

Output Includes:

• Supplier Name

• Contact Details

• Address Information

• Outstanding Payables

5.3 Export Products & Services

Navigation Path:

Business → Products and Services

Steps:

1. Go to Business → Products and Services

2. Ensure:

   • All items are visible

   • No filters are applied

3. Click Export

4. Select CSV

Output Includes:

• Item Code

• Item Name

• Description

• Sales Price

• Purchase Price

• Sales Account

• Purchase Account

6. Optional Data Exports

6.1 Export Invoices

Navigation Path:

Business → Invoices

Steps:

1. Navigate to Invoices

2. Apply filters if required (e.g. date range, status)

3. Click Export

4. Choose desired format (CSV or Excel)

Notes:

• Useful for migration or reporting

• Can be filtered by Draft, Awaiting Payment, Paid

6.2 Export Chart of Accounts

Navigation Path:

Accounting → Advanced → Chart of Accounts

Steps:

1. Navigate to Chart of Accounts

2. Click Export

3. Select CSV

6.3 Export Payments / Transactions

Typically accessed via:

• Bank Accounts

• Reports (e.g. Account Transactions)

7. Post-Export Handling

7.1 Opening Files

1. Locate the downloaded file (usually in Downloads)

2. Open using:

   • Microsoft Excel, or

   • Google Sheets

7.2 Data Preparation (Recommended)

After opening:

• Convert data to a table format (Excel: Format as Table)

• Check for:

  • Missing values

  • Duplicate records

  • Formatting inconsistencies

7.3 File Naming Convention

Use a consistent naming format:

[Xero Export]_[Data Type]_[YYYY-MM-DD].csv

Example:

Xero_Customers_2026-03-31.csv

8. Common Issues & Troubleshooting

9. Best Practices

• Always export full datasets unless a filtered extract is required

• Retain an unaltered original export as a backup

• Avoid editing CSV files before making a copy

• Document the date and purpose of each export

• Validate data before using it for migration or reporting

10. Summary

Exporting data from Xero accounting software is a straightforward process when:

• Correct sections are used

• Filters are removed

• Data is reviewed post-export