How to export data from Xero: reports, invoices, contacts and more

Xero has no single "export everything" button. Each area has its own export, and some things, such as quotes and purchase orders, have no export at all. This guide lists where each export lives, what format you get and the limits that catch people out.

Quick answer

What you can export depends on your user role. An administrator can use all of the exports below.

Reports

Open any report from Reporting > All reports, set the dates and options, then click Export and choose PDF, Excel or Google Sheets. Reports saved on the Custom, Drafts, Published or Archived tabs can be exported straight from the list using the menu icon next to the report name.

Two things to know. Excel files from reports that contain formulas can show 0.00 until you click Enable Editing in Excel. And Google Sheets export connects your Google Drive to Xero, a connection you can remove later from your Google account.

If you export the same reports every week or month, see exporting Xero reports to Excel automatically.

Invoices and bills

For sales invoices, go to Sales > Invoices, pick a status tab, optionally search by date, and click Export. For bills, go to Purchases > Bills, then the menu icon next to New Bill > Export bills. Credit notes, prepayments and overpayments export the same way.

• 500 per export. Each export holds at most 500 transactions. For more, export in batches by status or date range.
• One row per line item. The CSV follows Xero's import format, so an invoice with three lines takes three rows.
• Repeating invoice templates can't be exported.

For a readable list rather than an import file, the Receivable Invoice Detail and Payable Invoice Detail reports export to PDF, Excel or Google Sheets.

Contacts

Go to Contacts, choose a group such as Customers or Suppliers, click the menu icon at the top right and choose Export. The CSV has the same columns as Xero's contact import template. The Employees group can't be exported; exporting from there gives you all contacts except employees.

Chart of accounts, products and fixed assets

• Chart of accounts: from Accounting > Chart of accounts, export to CSV.
• Products and services: Sales > Products and services > Export, as CSV or PDF. Filters (active, archived, tracked) apply to the CSV.
• Fixed assets: Accounting > Fixed assets, menu icon > Export. Administrators only. It always exports the whole register, including disposed assets, even if you've filtered the list.

Bank transactions

Xero doesn't have a bulk export for bank statements as such. Two routes cover most needs:

• All bank transactions: run the Account Transactions report filtered to your bank accounts and export it.
• Unreconciled lines: Accounting > Bank accounts, menu icon > Uncoded statement lines, choose the account and dates, then export to PDF or CSV.

Every transaction: the general ledger

Xero's own recommendation for a full list of transactions is the Account Transactions report. If the organisation uses more than one currency, include the foreign currency columns. The General Ledger Summary, General Ledger Detail and Journal reports are there too, under All reports.

If you're moving the ledger into other accounting software, administrators can use Accounting > Accounting settings > Export accounting data. Pick the target product and date range and Xero produces a file in that product's format, such as TXT, CSV or MYE.

Payroll

Payroll reports have their own Export menu. A single employee's details (employment, tax and pension) download as CSV from Payroll > Employees, one employee at a time. What else is available depends on your country's payroll; in Australia, for example, Single Touch Payroll year-end summaries can be exported. For a yearly record, Xero suggests the Pay Run by Employee report.

Quotes and purchase orders

Neither has an export button. For quotes, Xero staff on the Product Ideas forum have suggested the Receivable Invoice Detail report with the quote details option switched on, which you can then export.

Leaving Xero: what to export

Xero backs up your data, but says keeping your own records is your responsibility. For a complete set before cancelling, Xero's list is:

• Chart of accounts, contacts, invoices, bills and the fixed asset register
• Balance Sheet and Profit and Loss for each year
• Trial Balance, including past periods
• Account Transactions (all transactions)
• Receivable Invoice Detail and Payable Invoice Detail
• Sales tax reports for each period you filed
• Pay Run by Employee for each year, Fixed Asset Reconciliation, Inventory Item List and Bank Reconciliation

Paid plans have a one-month notice period when you cancel: you're still billed for that month and keep access during it.

Power BI and other tools

Xero's own Power BI content pack appears to have been retired; its pages on xero.com no longer load (more in getting Xero data into Power BI). The usual routes now are a third-party connector from the Xero App Store, the Xero API, or a regular Excel or CSV export that Power BI reads from OneDrive or SharePoint. For the last one, see saving Xero reports to OneDrive, SharePoint or Google Drive.

Exporting the same reports on a schedule

Every export above is manual. Xero can't yet email a report on a schedule; the request is marked "In discovery" on Xero's Product Ideas forum, and in May 2026 Xero said it was running user research on it. If you export the same reports every week or month, Reportpost can email them on a schedule as PDF, Excel or CSV: profit and loss, balance sheet, trial balance, aged receivables and payables, unpaid invoices and bills, bank summary and more. You can try the demo without connecting Xero.

Related: exporting Xero reports to Excel automatically, all the ways to schedule Xero reports and a Xero year-end checklist.