Export Financial Invoices to Xero (CSV)
Overview
Use this guide to export Financial invoices from MachShip in a CSV format compatible with Xero. The export includes the minimum fields Xero requires for invoice import: Contact name, Invoice Number, Invoice Date, Due Date, Description, Qty, Unit Amount, AccountCode, TaxType.
Tip: Xero will generally create a new Contact during import if the name doesn't already exist. To avoid duplicates, keep contact names consistent with your Xero records — these will match the company name from MachShip.
Important: If your MachShip company names are configured as trading names (e.g., "Acme Anvil SPARES (BNE)") but your Xero contacts use entity names (e.g., "Acme Anvil Spares Pty Ltd"), the names will not match during import. This will result in duplicate contacts being created in Xero. Before importing, you have two options:
- Update MachShip company names to match your Xero entity names exactly (recommended for long-term consistency)
- Update Xero contact names to match your MachShip trading names (if you don't need the entity names in Xero for legal/accounting purposes)
Best Practice: Before running a full invoice import, test with a small batch first to confirm names are matching correctly and no duplicate contacts are being created in Xero.
Step 1 — Generate the Xero CSV from MachShip
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Go to Reports → Financial Reports.
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Choose your date filters (this should be the posted date of the invoices).
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Click Get Xero Report.
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Download the generated .csv file to your computer (this will come in a xip file).
What’s in the export
The CSV contains the minimum required columns for Xero invoice import:
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Contact name — Customer name as it should appear in Xero - taken from company name
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Invoice Number — Your unique invoice reference (Xero will use this as the invoice number).
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Invoice Date — Invoice issue date.
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Due Date — Invoice due date.
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Description — Line item description.
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Qty — Quantity for the line item.
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Unit Amount — Unit price for the line item.
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AccountCode — Xero revenue (sales) account code (numeric). (set to 200)
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TaxType — Xero tax treatment for the line (e.g., GST on Income).
Need help?
If you have questions or run into issues, contact support@machship.com with:
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The CSV you attempted to import
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A screenshot of any Xero error messages
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Your MachShip report filters and date range
We’ll help you resolve it quickly.
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