Xero Contacts – How to Add, Merge, Import and Export Contacts

How to Add a Contact in Xero

Adding contacts in Xero can be done in a few different ways. Contacts can be added at any time in the main Contacts section or when creating invoices, bills, spend money or receive money transactions.

To add a contact in the main Contacts section of Xero, go to Contacts → All Contacts from the main menu and click on the Add contact button at the top of the screen.

In the Contact information screen, you can add all kinds of information about your contact.

Once you have finished filling in all the information you need, click on the Save button at the bottom of your screen. Xero will now save the new contact and take you to a screen showing you the details of the contact.

As this is a new contact, there won’t be much information to see but as you transact with the contact over time the Activity section will populate with information.

That’s all you need to do to create a new contact in Xero. If you navigate back to the main Contacts screen, you should see your new contact at the top of the list of contacts arranged in alphabetical order.

How to Merge Contacts in Xero

Sometimes you have two or more versions of the same contact in your Xero contacts list that you want to combine. When this happens, you can merge them together.

To get to the right place in Xero, go to Contacts → All Contacts from the main menu.

Then, tick the checkbox next to the contact you want to merge into another contact.

Next, click on the Options button and choose Merge from the drop-down menu.

A pop-up box will appear asking you to select a contact to merge with. Search for the contact you want to merge into.

When you have selected the right contact, click on the Merge button to finish merging your contacts.

How to Import Contacts into Xero

If you have a list of contacts you want to set up in Xero, you can save time by importing them rather than adding them one by one.

To get to the right place in Xero, go to Contacts → All Contacts from the main menu.

Next, click on the Import button at the top of the screen.

You should now be in the main Import Contacts screen. Here you will see that Xero provides a template file to use for importing contacts. To get started, click on the Download template file link.

The file is in CSV format so you can open and use it in a spreadsheet program such as Microsoft Excel of Google Sheets.

Once you have opened the file, you can populate the template. If you look at the main Import Contacts screen in Xero, you will see instructions on how to do this.

Important Note: make sure you do not delete any columns nor any of the header names in the top row of the Xero import template.

The easiest way to populate the Xero upload template is to download your contacts from whatever system you have them stored in and copy and paste the data into the relevant columns of the Xero template.

Important Note: you do not need to add data to every column for each of your contacts. The only piece of information you must fill in for each contact is the *ContactName in column 1 of the template.

Once you have populated your template, save the file in CSV format. Then, click on the Browse button in Xero and choose your saved file for upload. Before importing, select the Ignore empty fields radio button to ensure only the field of data you populated are uploaded.

Click on Import when you are ready to proceed.

Xero will now check the upload file and display a message with its findings. Check the message to see if anything needs to be fixed before attempting the import again. If there is nothing to fix, you should see an option underneath the message instructing you on how to finish the import.

If you are happy to proceed, click on Complete Import to finish uploading your contacts.

How to Export Contacts from Xero

If you have a list of contacts that you want to transfer to another Xero account or a different system, you can start by exporting your Xero contacts into a CSV file.

To get to the right place in Xero, go to Contacts → All Contacts from the main menu.

Next, click on the Export button at the top of the screen.

Xero will download a CSV file that can be opened with a spreadsheet program such as Microsoft Excel or Google Sheets.

As you can see, each row contains the details of one of your Xero contacts. There is also a header row at the top containing the names of each field, such as *ContactName. You can now use the CSV file to upload the contacts into another Xero account or into another system.

If you want to upload the exported contacts into a different Xero account, you can import the CSV file in its current format. There is no need to change anything.

If you want to upload the exported contacts into a different system, you may need to make changes to the CSV file or copy and paste the data into a different import file. The system you want to upload the contacts into should provide instructions on the format and layout of the import file it requires.

Disclaimer: Our articles and videos are here to inform you and the information provided does not constitute financial, taxation, legal, business or other professional advice and should not be relied upon as such. See our full disclaimer here.

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