Free
Invoice to Xero Converter

Convert a PDF invoice to a Xero bill import without manual data entry

Xero lets you import a batch of supplier bills from a CSV, but it does not read the PDF for you. The slow part is still building that CSV by hand - opening each invoice and typing the contact, dates, and every line into Xero's import columns, then checking it back against the document.

This converter does that step for you. Drop a supplier invoice in and the AI reads it the way a bookkeeper would, returning the contact name, invoice number, invoice and due dates, currency, and a full line-item breakdown - already arranged in Xero's bill-import layout and ready to download. There are no templates to build; it adapts to each supplier's invoice. It handles born-digital PDFs and, through OCR, scanned documents and photos of paper invoices.

What is the Xero bill-import format?

Xero's Bills to pay screen has an Import option that accepts a CSV following Xero's published bill-import template. The rules that matter:

• Exact header names. Columns such as ContactName, InvoiceNumber, InvoiceDate, DueDate, Description, Quantity, UnitAmount, AccountCode, TaxType, and Currency must be spelled exactly as Xero documents them. This converter writes them that way.
• One row per line item. Each line on the invoice is its own row, with the invoice-level fields (contact, numbers, dates) repeated on every row so Xero groups them into one bill.
• Account and tax are yours to set. AccountCode is a code from your chart of accounts and TaxType is a Xero tax rate - both are left blank here and assigned on Xero's import screen.
• Dates and numbers. Dates are written as YYYY-MM-DD and amounts as plain numbers; Xero's import screen lets you confirm the date format for your organisation.

Xero's full template has more optional columns (reference, tracking categories, discount, inventory code); this file fills the ones needed to create a clean draft bill.

What's in the Xero CSV

One row per line item, invoice-level fields repeated on each row.

Fields that do not appear on the document are left blank rather than guessed.

How the Xero bill import fits an accounting workflow

• Batch bill entry. Collect supplier invoices as they arrive and import them together instead of keying each bill into Xero by hand.
• Coding on import. Xero's import screen lets you set the account and tax rate per line before the bills are created, so the CSV never needs a chart-of-accounts lookup.
• Draft-first review. Imported bills land as drafts. You check them against the source PDF, then approve to move them to Awaiting payment.
• Accounts payable. Once approved, the due dates flow into Xero's Pay bills view for scheduling and cash-flow planning.
• VAT / GST. The tax rate you pick as TaxType drives Xero's tax return; the converter leaves it open so you apply your organisation's rate.
• Document trail. Attach the original invoice PDF to the bill in Xero after import so the record and the source sit together.

Importing the file into Xero

1. In Xero, go to Business → Bills to pay.
2. Click Import (top right).
3. Upload the CSV from this converter and map any columns Xero asks about - the headers already match.
4. Choose whether to import the bills as draft or awaiting approval, and confirm the date format.
5. Review the preview, then complete the import.

You will set these in Xero, not in the file:

Xero CSV, generic CSV, or a direct integration?

For a plain export to open in a spreadsheet, use the invoice to CSV or invoice to Excel converter instead.

Works with scanned invoices and photos

You do not need a born-digital PDF. The converter accepts:

• PDF invoices, including multi-page PDFs
• Scans saved as PNG or JPG
• Photos of a paper invoice or receipt taken on a phone

Files up to 5 MB are supported, one at a time.

From a CSV import to a direct Xero integration

Importing a CSV is fine for the occasional batch. If you process supplier invoices for Xero every week, the export-and-import round trip becomes the bottleneck - and you still have to attach each PDF by hand afterwards.

BillBjorn removes both steps. It captures invoices straight from your inbox or a watched folder, extracts the same data, and creates the bill in Xero directly - with the original file already attached and your coding rules applied. See the pricing page for plans.

Try BillBjorn with Xero free for 30 days

No credit card required. Connect your Xero organisation and process your first bills in minutes.

Get Started for Free

Frequently asked questions

Common questions about converting invoices for Xero. For anything else, see our knowledge base.

• Is the invoice to Xero converter free?

  Yes. You can convert a supplier invoice into a Xero bill-import CSV for free with no account and no credit card. It is limited to one invoice at a time.

• How do I convert a PDF invoice into a Xero bill?

  Upload the PDF into the converter on this page. The AI extracts the contact, dates, line items, and totals into Xero's bill-import layout and gives you a CSV. In Xero, go to Business, Bills to pay, Import and upload that file.

• What columns are in the Xero CSV file?

  ContactName, InvoiceNumber, InvoiceDate, DueDate, Description, Quantity, UnitAmount, AccountCode, TaxType, and Currency - the fields Xero's bill import needs, using Xero's exact header names, with one row per line item.

• Why are the AccountCode and TaxType columns blank?

  Account codes and tax rates are specific to your Xero organisation's chart of accounts and tax setup, which an anonymous tool cannot know. Xero's import screen lets you assign both during review, which is safer than guessing.

• Can I convert a scanned invoice or a photo for Xero?

  Yes. The converter accepts PDF, PNG, and JPG, and uses OCR, so photographed and scanned invoices work as well as digital PDFs.

• Does this import the invoice into Xero automatically?

  No. It produces a CSV that you import through Xero's Bills to pay, Import screen, which creates draft bills you review. For automatic, ongoing sync, connect BillBjorn to Xero instead.

• Will the supplier be matched to an existing Xero contact?

  Xero matches the ContactName value to an existing contact where it can, and creates a new contact when there is no match. Check the spelling matches your Xero contact to avoid duplicates.

• Is my invoice data kept private?

  The tool is anonymous - there is no account and nothing is saved to a profile. Uploaded files are automatically deleted after 24 hours.

• Can I convert multiple invoices at once?

  Not with the free tool - it handles one invoice at a time. BillBjorn processes invoices in bulk from email or a watched folder and creates the bills in Xero directly.