Invoices and receipts to Xero: Documents in, Bills or paid expenses out.
Convert invoices and receipts into bills or paid-expense CSVs for Xero. Bill exports retain line items; paid-expense exports include payment dates and accounts and use SaasAnt’s Xero Spend Money importer, which requires a separate account.
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- Bills or paid expenses
- Category-to-account mapping
- Supplier and tax details
Export documents
Every document you have converted.
Record purchases as
Applies to the whole export. Original invoice and receipt types stay unchanged.
Format
Excel carries both levels as two sheets, so the choice below only sets which columns each gets.
Level
One row per document
Forty receipts become forty rows.
One row per line item
Each line carries its document's date and vendor, so it pivots.
A receipt image is evidence, not an accounting entry.
A PDF invoice or receipt has the information Xero needs, but not in an importable layout. Re-keying suppliers, dates, and every line item makes the month close slower and creates another opportunity for a number to change along the way. The bills export keeps the extracted document data in rows Xero's import flow can map.
How it works
From document to Xero purchase record
- 1
Convert the invoices and receipts
Upload the documents and review the extracted supplier, dates, totals, tax, and line items.
- 2
Confirm the category
The document category becomes the default expense-account mapping in the export, so check it against your chart of accounts.
- 3
Choose bills or paid expenses
Bills retain individual line items. Paid expenses create one record per document using its full total. Review payment dates—the defaults are upload dates—and enter the payment account, destination expense account and purchase tax code.
- 4
Import and review drafts
Use the bills import workflow for bills. For paid expenses, use SaasAnt’s Xero Spend Money importer and map the CSV columns. These paid-expense files are not native bill imports. Review accounts, taxes and totals before posting.
What reaches Xero
Bill-level fields
Supplier, bill number, issue date, due date, currency, and reference travel with every document.
A format for each treatment
Bills preserve extracted line items. Paid-expense CSVs carry one full purchase total per document, with confirmed payment dates and accounts.
Only the documents in scope
Export the active folder or document set rather than every receipt you have ever converted.
Review before posting
The export is for import and review; it does not post or approve anything in your accounting system.
Xero bills export mapping
| Document data | Export use |
|---|---|
| Vendor | Supplier or contact on the imported bill. |
| Category | Default expense-account mapping; review it against your chart of accounts. |
| Line items | Description, quantity, unit amount, and tax amount on separate bill lines. |
| Dates and currency | Document and due dates plus the document's ISO currency code. |
FAQ
Common questions
Can I export receipts to Xero?
Yes. Receipts and invoices can be selected together. Choose bills for a bill import or paid expenses for SaasAnt’s Xero Spend Money importer. The paid-expense route requires a separate importer account; it does not change the original document type.
Does a paid invoice have to become a receipt?
No. Document type and accounting treatment are separate. Keep the original invoice type and choose paid expenses at export. If the purchase already exists as a bill or expense in your accounting app, match its payment rather than create a duplicate expense.
How is the expense account chosen?
Bill exports use the document category as the default account mapping. Paid-expense imports ask for an exact destination expense account and purchase tax code for the selection. Export purchases with different tax treatments separately and review the mapping in the importer.
Does the export post bills automatically?
No. It creates a CSV for your import flow so you can map and review the bills before approving them.
Keep exploring
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Bank Statement → IIF
Tab-separated journal entries for QuickBooks Desktop.
Bank Statement → Xero
OFX for Import a Statement, including pre-feed history.
Bank Statement → Xero CSV
Xero's bank-statement template, ready to import.
Stop re-keying documents into Xero.
Convert invoices and receipts, review their amounts, and choose a bill or paid-expense export for your accounting workflow.