How to import supplier bills into Xero from a CSV

Short answer

1. Purchases > Bills > New bill > Import.
2. Download the template.
3. One row per bill line, with the invoice number repeated on each row of a bill.
4. Save as CSV and upload.
5. Check the drafts and approve.

Before you start

You need the supplier’s name exactly as it appears in Xero, your account codes and your tax types. Import is for bills you already have as data: a list from a spreadsheet, an old system or a migration. If your bills arrive as PDFs, see how to upload invoices and bills to Xero first, because it keeps the document attached.

The manual way in Xero

1. Go to Purchases > Bills. Click New bill, then Import.
2. Download the template. Open it in Excel or Google Sheets.
3. Leave the column headings alone. Xero reads the file by heading. Required columns have an asterisk. The contact name must be filled in.
4. Add one row per bill line. A bill with six lines needs six rows. Use the same invoice number, contact and dates on all six.
5. Enter the account code and tax type on each line exactly as they appear in Xero.
6. Save the file as CSV. Back on the import screen, select it and upload.
7. Fix any errors Xero lists, then import again.
8. Open the Draft tab. Check each bill, then approve.

The limits: the import creates drafts and attaches no files. A contact that does not exist is created from the file, so a spelling difference makes a duplicate supplier. Large files are easier to load in smaller batches. Xero warns on duplicate invoice numbers for the same supplier, which also blocks a real bill that reuses a number, such as a supplier that resets numbering each year. Xero’s forum has requests to allow it.

When not to import

• The bills are PDFs. You would retype every line and lose the attachment.
• The supplier is not yet a contact. Create it first so names match.
• You need a PO link. The import does not link bills to purchase orders.

The Pulsify way

For bills that arrive as documents, skip the spreadsheet.

1. Forward each PDF to your company’s Pulsify address or upload it. Pulsify reads every line.
2. It codes each line to an account and GST, learning from how you coded that supplier before. Accuracy is 99%.
3. It runs its checks for duplicates, changed bank details and ABNs.
4. After approval, Pulsify creates the bill in Xero with the PDF attached.

Worked example

Example Plumbing Supplies has two bills to load.

Invoice number	Contact	Description	Qty	Unit amount	Account	Tax type
INV-801	Example Pipe Co	Copper pipe 3 m	40	18.50	300	GST on Expenses
INV-801	Example Pipe Co	Pipe clips	10	12.00	300	GST on Expenses
INV-802	Example Pipe Co	Delivery	1	45.00	310	GST on Expenses

That is three rows and two bills. INV-801 totals $860.00 ex GST ($946.00 with GST). INV-802 totals $45.00 ex GST ($49.50 with GST). If you changed the invoice number on the second row of INV-801 by mistake, Xero would create three bills.

Common mistakes

• Changing a column heading. Xero cannot read the file.
• Different invoice numbers across lines of one bill. You get several bills instead of one.
• Not checking the draft before approving. The import trusts your tax type. A wrong one posts wrong GST.

Next step

Try an invoice and skip the spreadsheet. Or book a call to find out how customers have saved hours per week after switching.

Read the get invoices in guide for every way to send documents to Pulsify.