Exporting from Xero for CSV upload¶

In short: In Xero, export the account's Account Transactions, arrange the columns as Date, Reference, Description, Amount, and save the file as CSV (Comma delimited). Then upload it in ActiveDonor against a receipt method whose CSV File Type is Xero. You need an active Xero receipt method first — see Setting up CSV receipt upload (the CSV receipt method).

Overview¶

If you keep your books in Xero, you can export your bank or donation account transactions and upload them to ActiveDonor to create receipts in bulk. The key is to export the file so its columns match ActiveDonor's built-in Xero format and to save it as a comma-delimited CSV. This article walks through the export and how to prepare the file.

Before you start¶

You'll need:

Access to the relevant account transactions in Xero.
In ActiveDonor, an active receipt method whose CSV File Type is set to Xero. If you don't have one, create it first — see Setting up CSV receipt upload (the CSV receipt method).
The Add Receipt permission in ActiveDonor.

What the Xero format expects¶

ActiveDonor's Xero rule reads the export with the Date in the first column (in a "day month year" style, e.g. 01 Apr 2025), the Reference in the second column, the Description in the third column, and the Amount in the fourth column. The first row is treated as a heading row and skipped. Amounts shown in brackets (for example (150.00)) are treated as negative and excluded, because only incoming donations (positive amounts) become receipts.

Exporting and uploading¶

Step 1: Export the account transactions from Xero¶

In Xero, open the bank/donation account and export its Account Transactions (or run an Account Transactions report) for the period you want. Export or download the report to a spreadsheet.

Step 2: Arrange the columns¶

Open the file in Excel (or your spreadsheet program) and make sure the columns are in this order: Date, Reference, Description, Amount. Remove any extra leading columns so Date is the very first column.

Step 3: Save as CSV (Comma delimited)¶

Save the file and choose the file type "CSV (Comma delimited)" — not "CSV UTF-8", not "Text" and not the default Excel workbook. This matters: the uploader expects a comma-delimited CSV.

Step 4: Upload in ActiveDonor¶

In ActiveDonor, click Receipts in the top navigation bar, then click the Upload Bank CSV button (upload icon). In the Uploader panel: choose your saved file under Upload, and select your Xero receipt method under Method. Optionally choose a default Project, then click Upload.

Step 5: Review and issue¶

Review the credit transactions, match each to a donor and project, then click Issue Receipts. See Uploading receipts via CSV for the full review-and-issue process.

Tips¶

Save as "CSV (Comma delimited)". If you save as a normal Excel workbook (.xlsx) the uploader can often still read it, but a comma-delimited CSV is the most reliable.
Keep the column order. If Xero adds columns you don't need, delete them so Date stays first, followed by Reference, Description and Amount.
Only credits import. Payments out (debits / bracketed amounts) are automatically excluded and counted as Debit Transactions.
Date range. Transactions older than 5 years cannot be receipted and will be flagged with "Transaction date is older than 5 years and cannot be receipted." if you try to save them.

Common issues & solutions¶

What you see	What it means	How to fix it
"Error: … Please check your CSV file type and receipt method then try again."	No transactions could be read — the columns aren't in the order the Xero format expects, or the file wasn't saved as a CSV.	Re-order the columns to Date, Reference, Description, Amount and save as "CSV (Comma delimited)". See Fixing CSV upload errors.
Amounts are missing or all excluded.	Bracketed amounts (e.g. `(150.00)`) are treated as negative and excluded.	Confirm the donations you expect to import show as positive amounts in the file.
The Xero method isn't in the uploader's Method dropdown.	No active receipt method has CSV File Type Xero.	Create or activate a receipt method with CSV File Type Xero. See Setting up CSV receipt upload (the CSV receipt method).

FAQ¶

How do I get my Xero transactions into ActiveDonor? Export the account's Account Transactions from Xero, arrange the columns as Date, Reference, Description, Amount, save as CSV (Comma delimited), then upload against a Xero receipt method.

What does "save as CSV (Comma delimited)" mean? In Excel's Save As dialog, pick the file type CSV (Comma delimited) rather than the default Excel workbook or "CSV UTF-8". It produces the plain comma-separated file the uploader reads most reliably.

Why are some Xero amounts not importing? Amounts in brackets are treated as negative (money out) and excluded — only positive incoming amounts become receipts.

Setting up CSV receipt upload (the CSV receipt method)
Uploading receipts via CSV
Supported bank and CSV file formats
Fixing CSV upload errors