Accounting export

easySales covers selling and receivables; your books and tax returns stay in your accounting software. Accounting export downloads the issued invoices and credit notes of a period as files that Xero or QuickBooks Online import, so nobody types them in twice. It can also download them as one Excel workbook, or the invoices as a ZIP of PDFs.

Before you start

• You need the Bulk export documents control in your role, and Invoice List at All records. The Administrator role has both. Someone who sees only their own invoices cannot export.
• Credit notes also need Credit Note List at All records. The customer records need Account List at All records, and their email addresses Contact List at All records. Without them, that part is left out and the page says why.
• Exports are made in the browser only. API keys and AI connections cannot export.
• For Xero, fill in the Mapping tab once before the first export (below).

Export a period

1. Open System settings and select Accounting export in the Data group. You can also open it from Invoices: select ⋯, then Export for accounting software… under Export.
2. On the Export tab, choose Export to: Xero, QuickBooks Online, easySales Excel or Invoice PDFs.
3. Choose the Period. It opens on last month. Documents are picked by their document date.
4. Under Include, tick Issued invoices, Credit notes and Contacts (for QuickBooks Online, Customers).
5. Check the Preview and the Summary. The preview shows each document’s easySales total beside the Total in the file, and why a document is not in the file.
6. Select Download ZIP, or Download Excel for the workbook.

Set up the Xero mapping

1. Open the Mapping tab.
2. Enter the Sales account code and the Rounding account code from your Xero chart of accounts, and the Xero tax rate for no tax.
3. Under Tax rates, enter the Xero tax rate name for each easySales tax code the period uses, exactly as Xero shows it, or select Fill in suggested names and check them.
4. Select Save mapping.

QuickBooks Online needs no mapping: you match the tax codes once in its own import screen.

What each export holds

• Xero — a ZIP with an invoices file, a credit notes file (amounts negative, as Xero asks), a contacts file and a summary file, at most 500 rows in each invoice or credit note file. Xero imports the documents as drafts for you to approve, and skips an invoice number it already has. Each line carries its own tax, and a Rounding line is added where needed, so Xero’s total equals the easySales total.
• QuickBooks Online — a ZIP with invoice files of at most 100 invoices each, a customers file and a summary file. Credit notes, and invoices with a negative line, cannot be imported: they are listed as Cannot be imported: enter by hand. QuickBooks calculates the tax itself, so compare its totals with the summary file.
• easySales Excel — one workbook with five sheets: invoices, invoice lines, credit notes, credit note lines and customers. Cancelled documents are included, with their status.
• Invoice PDFs — a ZIP with one PDF per issued invoice, as printed. They are prepared one at a time, so a large period takes a minute.

Rules to know

• Drafts are never exported. Cancelled documents are only in the Excel workbook.
• The Reversal credit note that cancelled an invoice is an issued credit note, so it is exported like any other, dated the day of the cancellation.
• A document whose customer has no account left is listed as No customer: enter by hand.
• Payments, allocations and refunds are not exported: record them in your accounting software.
• Nothing stays in sync after an export. A document changed later in easySales is not sent again.
• At most 5,000 documents per export, and at most 50 invoice PDFs per download. Choose a shorter period for more.
• QuickBooks Online does not update a customer it already has when you import the customers file again.
• A Xero export is refused until the accounts and every tax code the period uses have a saved name; the Summary then says The Xero mapping is not complete. with Open Mapping.
• Fill in suggested names offers Xero’s usual Singapore names, such as Standard-Rated Supplies and Zero-Rated Supplies. Only names you save are exported, so check each against the tax rates in your Xero organisation.
• Each download is recorded in the audit log.
• A company whose licence is read-only can still export its records.

Why it works this way

One handover instead of two sets of books. Your accountant’s ledger, bank reconciliation and tax return live in the accounting software. Sending it the documents you issued, as files, means each sale is typed once and the two systems start from the same figures.

Only issued documents, picked by their own date. A draft can still change or be deleted; exporting it could book a sale that never happens. An issued document is fixed, and its document date puts it in the tax period it belongs to, whatever day you export.

The file’s total is checked against easySales. Xero rounds each line by itself, so easySales sends each line’s tax and, where needed, a Rounding line to make the total land on the cent. QuickBooks Online works out the tax itself, so the summary file gives you easySales’s figures to compare.

A bulk export needs access to everything it holds. A file of every invoice leaves easySales with all your customers’ figures in it. Asking for the export control and All records access, and recording every download in the audit log, keeps that file in the hands of people trusted with all of it.

Work faster

• Export last month on a fixed day. The Period opens on last month, so a routine export after month end takes a few clicks, and each document is sent once.
• Fill the mapping from suggestions. Fill in suggested names fills in Xero’s usual names for the tax codes it recognises; check them against Xero and select Save mapping. You do it once, and later exports reuse it.
• Read the preview before you download. Each document not in the file is listed with its reason, such as Cannot be imported: enter by hand, so you know what to type into the accounting software yourself.
• Leave customers out once they are imported. After the first export, untick Contacts or Customers unless you have new customers to send.
• Give your accountant the workbook. easySales Excel puts invoices, lines, credit notes and customers in one file, cancelled documents included with their status, ready to review or reconcile.
• Download the PDFs for a period’s records. Invoice PDFs saves every issued invoice as printed, up to 50 per download. See Invoice PDF.

Examples

October for Xero. On 2 November 2026 Priya Nair, who keeps Lim & Co’s books, opens Accounting export. Export to is Xero, the Period is October 2026, and all three boxes are ticked. The preview lists the month’s invoices and credit notes. INV-10000340 reads Cancelled: not exported: Mei Tan cancelled it on 20 October, the week it was issued. Its Reversal credit note, dated 20 October, is in the credit notes file.

Priya selects Download ZIP and imports the files into Xero, where every document arrives as a draft. Because INV-10000340 never reached Xero, she deletes the draft of its Reversal credit note there instead of approving it, and approves the rest.

A cancellation in a later month. INV-10000318, SGD 1,090.00, was exported with September and is approved in Xero. Mei cancels it on 6 October. October’s export carries its Reversal credit note for SGD 1,090.00, dated 6 October, with INV-10000318 as its reference, so approving it in Xero credits the customer the same SGD 1,090.00 there.

Common questions

• Can I export invoices from easySales to Xero? Yes. In Accounting export, choose Xero, choose the Period and select Download ZIP, then import the files in Xero. Fill in the Mapping tab once first.
• Does easySales sync automatically with Xero or QuickBooks Online? No. Each export is a set of files for one period. A document changed in easySales after you exported it is not sent again.
• Are payments exported to my accounting software? No. Payments, allocations and refunds are not exported; record them in Xero or QuickBooks Online.
• Why are my credit notes missing from the QuickBooks Online files? QuickBooks Online cannot import credit notes. The preview lists them as Cannot be imported: enter by hand; enter them in QuickBooks yourself.
• Why is there a Rounding line on an invoice in Xero? Xero rounds each line on its own. The Rounding line makes Xero’s total equal the easySales total to the cent, and is posted to the Rounding account code you set on the Mapping tab.
• Can I download all my invoices as PDFs at once? Yes, up to 50 per download. Choose Invoice PDFs and a Period; for more invoices, choose a shorter period.
• Who can use the accounting export? Someone whose role has the Bulk export documents control and Invoice List at All records, such as the Administrator role. See Roles and permissions.

Related

• Invoices
• Credit notes
• Roles and permissions
• Audit and history