How to import Payments into Xero, using Business Importer

import payments to xero with business importer

Import Payments into Xero fast and easy, using Business Importer.

How to import Payments into Xero with Business Importer in 5 simple steps

To import Payments into Xero, please, follow 5 simple steps:

1. Sign in to Business Importer and connect it to Xero.

To connect Business Importer and Xero go to:

AccountsAdd companyXero

import employees into Xero

2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.

import Payments into Xero

3. Choose the list in your Excel, which contains Payments you want to import into Xero. Click on the Next button.

import Payments into Xero

4. Select Company (you want to import to) and Entity (Payment), and create mapping – connect Xero labels* to Your Labels**. Press the Next button.

import Payments into Xero

*Xero labels – Xero fields at Payments that are required to be filled in.

**Your labels – your spreadsheet columns containing all information on Payments you want to import into Xero.

5. Review* if the information is entered correctly and click on the Next button.

preview of import


*Correct data if necessary – on this stage you can manually change data in the columns you are going to import into Xero.

Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.

import Payments into Xero

Check out your Payments import into Xero result in your e-mail or in the Scheduled imports tab.

import Payments into Xero

Or check out the results at your Xero account.

import Payments into Xero


How-to Guide – How to import Payments into Xero

Find a detailed How-to guide in Business Importer. It will help you prepare your spreadsheets that contain Payments,  Invoices, Contacts, Bills, Manual Journals, Purchase Orders, Bank Transfers,  etc. you want to import into Xero.

import Payments into Xero

Xero Field Business Importer Name Description Example
Account Code Account code Code of account you are using to make the payment e.g. 001 001
Payment Transaction Number Payment transaction number Number of your payment transaction INV-001
Payment Transaction Type Payment transaction type Type of payment transaction: Invoice, CreditNote, Prepayment, Overpayment. Invoice
Amount Amount The amount of the payment. Must be less than or equal to the outstanding amount owing on the invoice e.g. 200.00 200.00
Currency Rate Currency Rate Exchange rate to base currency when money is spent or received. e.g. 0.7500 Only used for bank transactions in non base currency. 0.7500
Date Date Date format: dd/MM/yyyy, e.g. 20/05/2015.You can change it on Settings page. 20/05/2015
Is Reconciled Is Reconciled An optional parameter for the payment. Valid values: true or false. true
Reference Reference An optional description for the payment e.g. Direct Debit Direct Debit
Status Status The status of the payment. Valid values: AUTHORISED or DELETED. AUTHORISED

Check out the Payments import results

There are 5 types of import results.

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Errors in the Payments import into Xero

The most common errors and the ways to solve them.
There are 4 the most common errors made by our clients when they import Payments to Xero. To prevent this happening, we have reviewed all of them and given solutions below.

Problem Error occurs Solution Correct example
Invalid account code. Or it doesn’t exist. Account could not be found. Please, provide a valid account code for the Payment. 090
Invoice (or another document) associated with the payment doesn’t exist in Xero. Invoice (or document) could not be found. Please,verify the invoice (document) number provided for the payment. INV-026
Wrong payment amount.  Payment amount exceeds the amount outstanding on this document. . Payment amount should be equal to the amount stated in the invoice. 560.00
Invoice (or another document) associated with the payment doesn’t exist in Xero. Invoice (or document) could not be found. Please,verify the invoice (document) number provided for the payment. INV-026
Unauthorised document. Payments can only be made against Authorised documents. Please, authorize the document by approving it at Xero. Approved


Remember, that any question you can address us. We will be glad to help you!
Just leave us a message, call us on 302-261-36-44 or write to



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