If a direct bank feed is unavailable or incomplete, you can import bank transactions into Xero using a statement file. The most important part is preparing the correct account, date range and file format before uploading anything.
When might a manual bank import be needed?
- Your bank does not support a direct feed.
- The connection has missed an earlier period.
- You are setting up historical bookkeeping records.
- A feed has been temporarily interrupted.
What file should you use?
Xero may accept common bank-statement formats such as CSV, OFX, QIF or QBO, depending on the account and workflow. Download the file directly from your business bank where possible. A CSV usually needs clearly identified date, amount and description columns.
How to import transactions into Xero
1. Confirm the correct business bank account
Open Bank accounts in Xero and choose the account that corresponds with the statement. Do not import current-account transactions into a savings or card account.
2. Check the existing date range
Review the most recent statement line already shown. Download only the missing period and check whether pending items later became completed transactions.
3. Download the statement from your bank
Choose a supported format and a clearly defined date range. Keep the original file unchanged until the import has been checked.
4. Start the statement import
From the chosen Xero bank account, select the option to import a statement. Choose the file and review any mapping screen presented.
5. Map the columns carefully
Confirm the date format, description field and whether the file uses one amount column or separate money-in and money-out columns. A negative figure usually represents money spent, but check the bank’s export convention.
6. Review the import summary
Check the number of lines, first date, last date and any warnings before completing the import. Stop if the range appears to overlap existing data.
7. Reconcile the imported lines
An import adds statement lines; it does not finish the bookkeeping. Match existing invoices and bills, record transfers correctly and create new transactions only where appropriate.
Common import problems
Duplicate transactions
These commonly arise when an imported period overlaps a live feed or an earlier upload. Investigate duplicates before reconciling them.
Dates appearing incorrectly
CSV files can use different date formats. Confirm that day, month and year have been interpreted correctly.
Money in and money out reversed
Incorrect mapping can reverse receipts and payments. Review sample lines before completing the upload.
Missing descriptions
Select the column containing the clearest bank narrative, payee or reference so transactions can be identified later.
Post-import checklist
- Compare the opening and closing dates with the bank statement.
- Check the number and total of imported lines.
- Look for overlaps and gaps.
- Reconcile using evidence rather than assumptions.
- Retain required records securely.
Continue the Xero workflow
Next, use our bank reconciliation guide and forthcoming bank-rules guide to organise recurring transactions.
Need help with missing or overdue Xero records?
Real Key Accountancy provides bookkeeping and computerised accountancy-system support for small businesses in Wolverhampton and the West Midlands.
Frequently asked questions
Does importing a statement move money?
No. It imports transaction information into the bookkeeping system; it does not transfer funds.
Should I import transactions already supplied by a bank feed?
Normally no. Check the date range carefully to avoid duplicates.
What if the import totals do not agree?
Pause and check the file, column mapping and date range before reconciling any lines.
Xero is a trademark of Xero Limited. Real Key Accountancy is not affiliated with or endorsed by Xero Limited. Illustrations are original examples.