Whether you need to share invoices with your accountant, create backups for compliance, or migrate to a new system, knowing how to export invoices from Xero is an essential skill for any business owner. In this comprehensive guide, we'll walk you through every method available for exporting your Xero invoices, from manual downloads to fully automated solutions.
Why Export Invoices from Xero?
There are several compelling reasons why you might need to export your invoices from Xero:
- Backup and Disaster Recovery – While Xero is a cloud-based platform with robust security, having local copies of your invoices provides an additional layer of protection against data loss.
- Compliance Requirements – Many jurisdictions require businesses to maintain records for 6-7 years. Having exportable copies ensures you can meet these requirements even if you change accounting software.
- Sharing with Stakeholders – Accountants, auditors, and business partners may need access to invoice data in formats they can work with.
- Data Analysis – Exporting to CSV or Excel allows for advanced analysis using spreadsheet tools or business intelligence software.
- System Migration – If you're moving to a different platform, you'll need your historical invoice data.
Method 1: Exporting Individual Invoices as PDF
The simplest way to export invoices from Xero is to download them individually as PDF files. This method is ideal when you need specific invoices for sharing or printing.
Step-by-Step Process:
- Log in to your Xero account
- Navigate to Business → Invoices
- Find and click on the invoice you want to export
- Click the Print PDF button in the top right
- Choose to download or print the invoice
Pros: Simple, produces professional-looking PDFs
Cons: Time-consuming for large numbers of invoices, manual process
Method 2: Bulk Export via Reports
For exporting multiple invoices at once, Xero's reporting feature offers a more efficient approach. You can export invoice data to CSV or Excel format.
Exporting Invoice Summary:
- Go to Accounting → Reports
- Select Aged Receivables or Invoice Summary
- Set your desired date range
- Click Export and choose your format (CSV, Excel, PDF, or Google Sheets)
Exporting Detailed Invoice Data:
- Navigate to Accounting → Reports
- Select Account Transactions
- Filter by your Sales account
- Set the date range for the invoices you need
- Export to your preferred format
Pros: Can export many invoices at once, flexible date ranges
Cons: Exports data, not the actual invoice documents; limited formatting options
Method 3: Using Xero's History & Notes
Each invoice in Xero has a History & Notes section that includes a PDF copy of the invoice as it appeared when sent. This can be useful for retrieving specific versions of invoices.
- Open the invoice you want to export
- Scroll down to the History & Notes section
- Find the entry for when the invoice was sent or approved
- Click the PDF link to download that version
Method 4: Xero's Find & Match Feature
If you need to find and export specific invoices based on criteria like customer name, amount, or date range:
- Use the search bar at the top of Xero
- Enter your search criteria
- Filter results by type (Invoices)
- Select multiple invoices using checkboxes
- Use the batch actions to print or export
Method 5: Automated Export with Boxkite
For businesses that need regular, reliable invoice exports without manual intervention, Boxkite provides an automated solution.
Boxkite connects your Xero account to Dropbox and automatically exports:
- All invoices (both debtor and creditor)
- Invoice attachments and supporting documents
- Contact information
- Bank transactions and reconciliation data
- Financial statements and reports
Benefits of Automated Export:
- Set and Forget – Once configured, Boxkite continuously monitors your Xero account and exports new data automatically
- Complete Data – Unlike manual exports, automated solutions capture all related data and attachments
- Compliance Ready – Maintain ongoing backups that satisfy regulatory requirements
- Local Access – Files sync to your computer via Dropbox, giving you offline access to your data
Best Practices for Invoice Exports
1. Establish a Regular Export Schedule
Don't wait until you need your data to export it. Set up a regular schedule—whether weekly, monthly, or automated—to ensure you always have recent backups.
2. Organise Your Exports
Create a logical folder structure for your exported invoices. Consider organising by:
- Year and month
- Client or customer name
- Invoice type (sales vs. purchases)
3. Verify Your Exports
Periodically check that your exports are complete and readable. Open random files to ensure they downloaded correctly.
4. Secure Your Data
Invoice data contains sensitive business and customer information. Ensure your exports are stored securely with appropriate access controls.
Common Export Issues and Solutions
Problem: Export Times Out
Solution: Try exporting smaller date ranges. Large exports may exceed Xero's timeout limits.
Problem: Missing Attachments
Solution: Xero's standard exports don't include attachments. Use Boxkite or manually download attachments separately.
Problem: CSV Formatting Issues
Solution: When opening CSV files in Excel, use the Data Import feature to properly handle delimiters and encoding.
Conclusion
Exporting invoices from Xero can be as simple as downloading a single PDF or as comprehensive as setting up automated backups to Dropbox. The best method depends on your specific needs:
- Occasional needs: Use manual PDF downloads
- Bulk data analysis: Export via Reports
- Ongoing compliance and backup: Set up automated exports with Boxkite
Whatever method you choose, the important thing is to have a system in place. Your invoice data is critical to your business operations and compliance requirements—don't leave it solely in the cloud without a backup strategy.
