This article shows you how you can use our Xero integration to manually export all your invoices directly from Class Manager to Xero
This article assumes you already are using/familiar with Xero. If you need help setting up or how to automatically sync all invoices, click here - Xero - All you need to know
To get started, we need to export our data from Class Manager. First, you need to head to Reports > Billing from the main navigation:
Next, you will need to find the report named Xero Invoice Export:
This will list all the information ready to be exported. You may need to filter the invoices if you only need to import some of them.
The date filter will filter the invoices based on the invoice date, this is the date that you approved & sent the invoices. Fortunately, you don't need to worry about accidentally importing duplicates to Xero as Xero will identify these during the import.
When you are ready to export, hit the export button in the top right corner of the page.
This will now download all the required information to your computer with a file named All Invoices.csv.
Import to Xero
Now we need to head over and log in to Xero. Once logged in, in the top navigation menu, you need to select Business > Invoices:
Then, on the Invoices page, you need to click the import button:
Next, we will be greeted with the Xero import wizard. You can skip steps 1 and 2 as we have already taken care of this and head straight to step 3.
In step 3 (shown below), click browse and select the All Invoices.csv file we exported in the previous step. We also recommend that you leave the default values for the following fields, ensuring Tax Exclusive is selected.
When you are ready, go ahead and click import.
On the final page, you will get a summary of all the information that will be created, along with any info, warnings or errors. Please pay close attention to this final page.
In the example below we can see that it has not created any new items (these already existed) and that some of them have different prices/descriptions (this is because we append the student name to each invoice).
If everything looks ok, click Complete Import to finalise the process.
The Final Check
When running any import, it is important to spot-check the information to ensure that everything has run smoothly. The quickest and easiest way to do this is to select 2 or 3 invoices at random. Open them both in Class Manager and Xero and compare the values.
Fortunately, Xero adds all invoices as drafts so it is very easy to delete and re-import them if something doesn't look quite right.
Example Invoice no.35 on Xero:
Example Invoice no.35 on Class Manager:
