Xero supports bulk manual journal imports via CSV. This is useful for payroll journal entries, month-end accruals, or any recurring entry you'd rather not type in manually. Here's the exact process.
Step 1: Navigate to Manual Journals
In Xero, go to Accounting > Manual Journals, then click Import.
Step 2: Download the Xero import template
Xero provides a CSV template with the required columns. Download it to see the exact format before building your own file.
Required CSV columns
| Column | Description | Example |
|---|---|---|
| Narration | Journal description (same for all lines in one entry) | Payroll – Jan 15 |
| Date | Journal date (DD/MM/YYYY or YYYY-MM-DD) | 2026-01-15 |
| AccountCode | Xero account code (not name) | 400 |
| TaxType | Tax rate code (use "NONE" for payroll) | NONE |
| Description | Line-level description | Gross wages |
| Debit | Debit amount (blank if credit) | 10000.00 |
| Credit | Credit amount (blank if debit) |
Common Xero import errors
- "Account code not found": You must use the account code (e.g. "400"), not the account name. Find codes under Accounting > Chart of Accounts.
- "Invalid tax type": Use "NONE" for payroll accounts. Using a blank field causes this error.
- "Journal does not balance": All lines sharing the same Narration and Date must balance. Check your debit/credit totals.
Automate Xero payroll imports with PostBooks
PostBooks generates a Xero-compatible manual journal CSV from your payroll provider's report — with your account codes pre-filled. Upload the CSV to Xero in one click. No manual column mapping, no validation errors.