Manually Exporting Invoices to Xero

Exporting Invoices from Class Manager

To start, you'll need to export your data from Class Manager. Here's how:

1. Click < to the right of Reports.
2. In the expanded menu click Billing.
3. Find the report titled Xero Invoice Export.
4. This report will display all invoices ready to be exported. You can use filters to narrow down the invoices you want to export.
   • Use the date filter to select invoices based on the invoice date (the date you approved and sent them).
   • Don’t worry about duplicates; Xero will automatically detect them during import.
5. Once you have the data ready, click Export CSV in the top right corner to download the file named All Invoices.csv.

Importing Invoices to Xero

Now, log in to Xero and follow these steps:

1. In the top navigation, go to Business > Invoices.
2. On the Invoices page, click Import.
3. You'll see the Xero import wizard. Skip steps 1 and 2, as we've already done that, and move to the next step.
4. Click Browse and select the All Invoices.csv file you've exported. Ensure Tax Exclusive is selected, and leave the other fields as default.
5. When ready, click Import.
6. On the final page, review the import summary. Pay attention to any warnings or errors, such as discrepancies in prices or descriptions (like student names being appended to invoice items).
7. If everything looks correct, click Complete Import.

Final Check

After importing, it’s crucial to spot-check a few invoices to ensure everything imported correctly. The easiest way is to select 2-3 random invoices, open them both in Class Manager and Xero, and compare the details.

Remember, Xero adds imported invoices as drafts, so if anything seems off, you can easily delete them and re-import.

By following these steps, you can manually export and import your invoices from Class Manager to Xero with confidence. If you run into any issues or need assistance, feel free to reach out to our support team. We're here to help! 👍