Importing bills from a CSV means loading many supplier bills into your accounting system from one spreadsheet instead of typing each one.
Before you start
- A user role that can create bills
The Xero way
Where to find it: Purchases > Bills > New bill > Import from CSV
- In the Purchases menu, select Bills, click New bill, then select Import from CSV.
- Click Download the Xero import template or Download template file.
- Copy your bills into the template. Only Contact Name must be filled. Do not change the column headings.
- Enter the Tax Type as the purchases tax rate display name as it appears in Xero.
- Use the format DD/MM/YYYY for dates. Use the same Invoice Number only for lines of the same bill.
- Import the file and choose whether the amounts are tax inclusive or tax exclusive.
- Imported bills arrive as drafts. Review and approve them.
Limits in Xero
- Imported bills and credit notes are drafts and must be approved.
- If you import more than 500 items, Xero recommends splitting the file.
- Rows with the same Invoice Number combine into one bill, even for different contact names.
- Prices in one file must all be tax inclusive or all tax exclusive.
- If the contact is not in Xero, the import creates a new contact.
Good to know in Xero
- Credit notes use a negative Unit Amount.
- Xero compares contact, reference and amount after import to flag duplicates.
Example in Xero
Example Pipe Co has three rows in the Xero import template. Prices are tax exclusive.
| Line | Amount | Tagged to |
|---|---|---|
| Row 1: INV-310, Unit Amount 450.00 | $450.00 | Contact Name: Example Pipe Co |
| Row 2: INV-310, Unit Amount 150.00 | $150.00 | Same Invoice Number, same bill |
| Row 3: INV-311, Unit Amount 275.00 | $275.00 | New Invoice Number, new bill |
Two draft bills: INV-310 for $600.00 and INV-311 for $275.00, both ex GST. Review and approve them.
Common mistakes
- Reusing an Invoice Number across different suppliers. The rows combine into one bill.
- Mixing tax inclusive and tax exclusive prices in one file. All prices in a file must be the same.
More help
- How to import bill records from a CSV into AccountRight
- How to import purchase invoice records from a CSV into Sage 50
- How to enter a bill with line items in Xero
- How to get bill records in by email to Xero
- How to stop paying a bill twice in Xero
- All Xero how-to guides
- Pulsify setup guides
Sources
Last checked 2026-10-19. Confidence: confirmed.
Common questions
How many bills can I import in one Xero CSV?
If you import more than 500 items, Xero recommends splitting the file.
How does the import decide what is one bill?
Rows with the same Invoice Number combine into one bill, even for different contact names. Use the same number only for lines of the same bill.
Do imported bills need approval?
Imported bills and credit notes arrive as drafts. Review and approve them.
Can Pulsify import a CSV of bills?
No. Pulsify reads invoice documents. Forward each invoice to your Pulsify address and approve it.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles supplier bills in Xero.