Upload a PDF or scanned invoice and InvoicesOCR pulls the contact, invoice number, dates, tax, totals, and line items into a clean spreadsheet you can arrange for Xero import. Stop retyping supplier bills into Xero by hand.
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Xero imports bills and invoices from a CSV, but it does not read your PDFs. Someone still has to open every supplier invoice and type the contact, dates, amounts, and line items into the template. That manual step is where the time goes.
Each PDF or scanned invoice has to be read and keyed into the Xero import columns one field at a time before it will load.
Typing full line-item tables is tedious, so people enter a single total and lose the detail Xero could have held.
Wrong date format, a missing contact name, or a currency symbol in an amount makes the whole Xero import fail.
A handful of bills is manageable; a stack of fifty at month end turns Xero data entry into an evening of typing.
InvoicesOCR reads the invoice for you and returns structured data as Excel or CSV. You arrange those columns to match Xero's bill or invoice import template, then upload the file in Xero. The reading and typing step is gone.
PDFs, scans, and phone photos from any supplier, with no template to build per vendor.
Description, quantity, unit price, and amount for every line, so your Xero bills keep their detail.
Download a clean spreadsheet you can map to Xero's import columns, including contact, dates, and amounts.
Process a stack of invoices at once and build one import file instead of typing them individually.
Amounts come through as plain numbers without currency symbols, which is what Xero needs to import without errors.
Files are encrypted and deleted automatically after processing, so supplier data does not linger.
From a supplier PDF to a Xero import file in about a minute per batch.
Drag in PDF, JPG, PNG, or scanned invoices, one at a time or as a batch.
Tip: Multi-page PDFs are supported.
InvoicesOCR reads contact, invoice number, dates, tax, totals, and line items and returns Excel or CSV.
Line up the columns with Xero's bill or invoice import template, then upload the file in Xero under Bills or Invoices.
Tip: Keep Xero's date format and leave out currency symbols so the import succeeds.
US businesses and the people who keep their Xero books accurate without hours of manual entry.
Load client bills into Xero in batches instead of typing each one.
Turn the supplier invoice pile into one clean Xero import file.
Keep Xero current without spending evenings on data entry.
Standardize how the team gets client invoices into Xero.
Last updated June 2026
Xero imports bills and invoices from a CSV file, not from a PDF. On the import screen you download Xero's template, fill it in, and upload it under Business then Bills to pay or Invoices. For a bill, the contact name is required and the other fields are optional; for a sales invoice, contact name and invoice number are required. Do not rename or delete the template columns, keep the date format that matches your Xero organization, and enter amounts as plain numbers with a decimal point and no currency symbol, or the import will fail.
That is exactly the gap InvoicesOCR fills. It reads each PDF or scanned invoice and gives you the contact, invoice number, invoice date, due date, subtotal, tax, total, and the full line-item detail as columns in Excel or CSV. You arrange those columns to match the Xero template once, then reuse that layout for every future batch. Xero recommends keeping each import file to 500 items or fewer, which is easy to manage when the data is already structured.
Most people converting received invoices are loading them as bills (accounts payable). The same extracted spreadsheet works whether you import as bills to pay or, for the invoices you issue, as sales invoices, since both Xero imports use a CSV with contact, dates, amounts, and line description columns. Capturing line items rather than a single lump total means your Xero records stay detailed enough for reporting and reconciliation.
Already on QuickBooks instead? The same workflow produces a QuickBooks-ready file too.
Xero is popular with smaller firms and the bookkeepers who run their books, and the bills coming in vary by who is sending them. Construction outfits importing subcontractor and material bills with retainage and cost codes can see the document-specific workflow in invoice extraction for construction. Bookkeepers handling Xero files for several clients at once will want the invoice converter for bookkeepers. And teams trying to stop keying bills entirely should read how to eliminate manual invoice data entry before the next close.
You import invoices into Xero from a CSV file. Download Xero's import template on the Bills or Invoices screen, fill it with your invoice data, and upload it. The catch is that Xero does not read PDFs, so InvoicesOCR extracts the data from your PDF or scanned invoices into a spreadsheet you arrange to match that template.
Yes. Xero imports bills and invoices from a CSV, and you can prepare that file in Excel. InvoicesOCR reads each supplier invoice and returns an Excel or CSV file with contact, dates, amounts, and line items, so you map the columns to Xero's bill import template and upload it instead of typing each bill by hand.
Yes. You can import many invoices into Xero at once by putting them in a single CSV. Xero recommends 500 items or fewer per file. InvoicesOCR processes a batch of invoices together and builds one structured spreadsheet, so a month-end stack of supplier bills becomes a single Xero import.
Xero needs a CSV that matches its import template. Keep the column headings as they are, use the date format set in your Xero organization, and enter amounts as plain numbers with a decimal point and no currency symbol. InvoicesOCR returns values in that clean, import-safe form so the upload does not error out.
Upload the PDF to InvoicesOCR and it extracts the contact, invoice number, dates, tax, total, and line items into Excel or CSV. Arrange those columns to match Xero's import template, then upload the file in Xero under Bills or Invoices. This replaces opening the PDF and retyping every field into the template.
Yes. Supplier invoices are imported into Xero as bills to pay. The contact name is required and the other fields are optional on import. InvoicesOCR reads each supplier invoice and captures the contact, dates, amounts, and line items, so you can load a whole batch of bills into Xero from one file.
Most Xero import failures come from formatting: a date that does not match your organization's date format, a missing contact name, a renamed or deleted column, or a currency symbol inside an amount. InvoicesOCR returns clean numeric amounts and the standard fields, which removes the most common reasons an import is rejected.
InvoicesOCR produces a Xero-ready Excel or CSV file that you import into Xero, rather than pushing data through the Xero API for you. That keeps you in control of how each batch is reviewed and loaded, and it works the same way for QuickBooks, NetSuite, and Sage imports.
Turn PDF invoices into formatted Excel spreadsheets.
Export invoices to CSV for accounting imports.
The full tool that reads any invoice layout.
Keep complete line-item detail in your books.
