Xero Integration Guide: Import Bank Statements to Xero

Xero is one of the world's leading cloud accounting platforms, trusted by millions of small businesses and their advisors. This guide shows you how to import converted bank statements into Xero for seamless reconciliation and financial management.

Xero Bank Statement Import Overview

Xero offers multiple methods for getting bank transactions into your accounts. While automatic bank feeds are convenient, there are many situations where manual CSV import is necessary:

• Historical Data: Import transactions from before you connected bank feeds
• Unsupported Banks: Banks or accounts not supported by Xero's direct feeds
• International Accounts: Foreign bank accounts with limited connectivity
• Client Data: Accountants importing client bank statements
• Backup Imports: When bank feeds are temporarily unavailable

CSV Format Requirements for Xero

Xero accepts CSV files with specific column formatting. Understanding these requirements ensures smooth imports without errors.

Required Columns

• Date: Transaction date (DD/MM/YYYY or MM/DD/YYYY based on region)
• Amount: Transaction amount (positive for credits, negative for debits)
• Description/Payee: Transaction description or payee name

Optional Columns

• Reference: Check numbers, reference codes
• Cheque Number: For check transactions
• Transaction Type: Debit/Credit indicator

Step-by-Step Import Process

Step 1: Convert Your Bank Statement

1. Upload your PDF bank statement to ConvertBank
2. Select CSV as your export format
3. Download the converted file

Step 2: Access Xero Bank Import

1. Log into your Xero account
2. Navigate to Accounting → Bank Accounts
3. Select the bank account to import into
4. Click Import a Statement

Step 3: Upload and Map Columns

1. Click Browse and select your CSV file
2. Xero will attempt to auto-detect column mappings
3. Verify or correct the column assignments
4. Review the preview of transactions
5. Click Import to complete

Setting Up Bank Rules

Bank rules in Xero automatically categorize imported transactions, saving significant time on reconciliation.

Creating Bank Rules

1. Go to Accounting → Bank Accounts
2. Click on a bank account
3. Click Bank Rules tab
4. Click Create Rule

Rule Conditions

• Payee Contains: Match specific words in the description
• Amount Equals: Match specific transaction amounts
• Reference Contains: Match reference numbers or codes

Reconciliation Best Practices

• Import Regularly: Import statements weekly or monthly to keep accounts current
• Match First: Let Xero automatically match transactions with invoices and bills
• Use Find & Match: For transactions that don't auto-match
• Verify Duplicates: Xero warns about duplicate transactions - review carefully
• Reconcile to Balance: Always reconcile until your statement balance matches

Troubleshooting Import Issues

Common Issues and Solutions

Frequently Asked Questions

Can I import statements for multiple accounts at once?

No, Xero requires importing to one bank account at a time. However, you can quickly switch between accounts and import multiple files in sequence.

What's the maximum file size for CSV imports?

Xero accepts files up to 1MB in size, which typically covers several years of transactions. For larger datasets, split into multiple files by date range.

Will imported transactions duplicate with bank feeds?

Xero has duplicate detection but it's not perfect. Best practice is to import historical data only for periods before bank feeds were connected.

Can I undo a bank statement import?

Yes. Go to the bank account, select the imported transactions, and click Delete. Reconciled transactions must be unreconciled first.