Bulk Bill Imports

Jordan Caldwell Updated by Jordan Caldwell

In order to streamline bulk bill imports, setting up an import template is the easiest and most efficient way to accomplish this.

  1. Receive data from the member

It will be easiest to receive this data in the form of a Google Sheet. As soon as the member says they want to do a bulk payment, you can ask them to provide this info in a spreadsheet:

  • Payee Legal Name
  • Payment Amount
  • Program & Activity coding
  • Payment Method
It's good to also make sure you have W9s for all the payees at this point if they are new contacts. The member may give you payees nicknames or artist names, and you'll want to change this in the spreadsheet so that the contact name matches up with their W9.
  1. Put data into import template manually or with formulas

Each of the examples below has is a "Xero Bill Import" tab. The first row of this tab can be copied to start bulk bill import template. Or you can download the import template from Xero by navigating to: Bills to pay > Import > Download the Xero import template.

Once you have the import template, you will want to add it as a tab in the same spreadsheet where the member provided the payment data for you in step 1.

Fill in each column of the import template by copy-pasting the information from the member data tab, or use formulas to bring the data over into the import template tab.

IMPORTANT: Make sure the contact names appear as they do on the contact's W9 if they are a new contact. If they are an existing contact in Xero, then make sure their name appears identical in the Xero Bill Tab as how it looks in Xero so the bill is associated with the correct contact once it's uploaded in Xero.
  1. Download CSV and upload to Xero

Once the Xero Bill Import tab is populated with the necessary information for each payee, download this tab as a CSV, and then download the member data tab as a PDF in case you need to use it for documentation.

Upload the Xero Bill Import CSV into Xero by navigating again in Xero to: Bills to pay > Import > Step 3: Import the updated template file. You can drag & drop your CSV file, or select it manually by clicking "Select File"

  1. Proceed with the bulk approal process

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