Some customers have asked about importing sales invoices into Xero. Membermeister now supports a dedicated to Xero export feature to help with this.
Note: This may not always* be the best solution as it could lead to a lot of duplication of work for yourself. Sometimes it's sufficient enough to simply record a monthly "Sales" figure in your accounting software. This is in contrast to periodically copying over all your invoices and contacts from membermister.
* Please consult with your accountant as we cannot give any specific tax advice.
Exporting from membermeister
Hover the mouse over the reports tab and click ‘Invoices and Payments’.
On the reports page you can choose the invoice status (paid, open, overdue) and the reporting period. Once you are happy to proceed, click ‘Create report’.
On the next screen you will see your report. Click the drop-down arrow next to ‘Download full report’
The drop-down menu has two options, ‘Download in Xero format’ and ‘Download in QuickBooks format’. Select ‘Download in Xero format’.
The files will then save to your computer in CSV format. On both Windows and Mac, this will usually show at the bottom of the internet browser window, and by default will save to your ‘downloads’ folder, unless you have specifically changed this.
You can edit this file by opening it in your spreadsheet software. Below are some points to keep in mind when editing your export.
- The AccountCode and TaxType fields have been left blank. AccountCode represents the category or "account" that these figures are attributed to in Xero. Typically, this will be "200" (Sales), however this will vary based on your unique setup. You will need to pre-fill this information directly in the CSV file you have just downloaded, or individually as you approve each invoice after the import.
- TaxType represents the tax rate that should be applied. For non-VAT accounts, this wouldn't be applicable. However, in VAT enabled accounts - it could be 20%, 15%, 0%, N/A, etc. As with AccountCode, you will need to pre-fill this information in the CSV file before import.
Importing to Xero
Here is a video that shows how to import your invoice data into Xero. There is also a written guide below.
- Open Xero, go to the Business menu and select Invoices.
- Click Import.
- Click Browse and select your saved CSV file.
4. (Optional) If you've entered contact emails and addresses that you want to change when you import this file, select Yes, update contacts with imported address details.
Note: For any membermeister student that is not in your Xero account, it will automatically create a new Xero contact based on information in the export file, including name, email address and postal address.
5. For the UnitAmount field, choose TaxExclusive.
6. Click Import.
7. Review the import messages in Xero. If there are errors in the file, you can go back to the file, fix them, then import the file again.
8. You will be asked to approve each invoice where there are errors. Below is a video guide on how to do this.
9. When finished, click Complete Import.
Here are links to Xero help articles that you may find useful.
Importing customer invoices:
Components in of an account:
Adding or editing tax rates: