Importing and Sending your Xero Invoice List (Xero)
Estimated reading: 8 minutes
This guide covers how to import your Xero Invoice spreadsheet after you have generated it in VendorPlus, check and edit your imported Invoices in Xero and send your Invoices to your Bidders.
Importing your Xero Invoice spreadsheet (2026 Dashboard Update)
Step 1: Opening the Xero Invoice Import menu:
After you’ve generated your Xero Invoice spreadsheet through VendorPlus, open Xero and log into your account. From the Organisation Home page, click the Sales dropdown at the top of your screen, then click Invoices (2nd option from the top):
You’ll now land on the Xero Invoice menu, look to the centre of your screen and click on the blue Import button to open the Invoice Import menu:
Step 2 – Check your Invoice Import settings and click Browse
Inside the Invoice Import menu you’ll see a tall blue panel, double-check the three checkboxes at the top of the panel and ensure the first option (Xero) is ticked:
Move down and click the blue Browse button, this will open your device’s File Explorer/Finder. Navigate your File Explorer and select the Xero Invoice spreadsheet you downloaded from VendorPlus, then click Select File on your File Explorer:
Beneath that you’ll find two checkbox sections, we recommend ticking “Yes, update contacts with imported address details” to ensure your Xero Customer profiles are up-to-date with any changes your Bidders make via the My Account menu on your Portal:
We also recommend leaving “Tax Exclusive” ticked if your Hammer Amounts are not GST/VAT/State Tax Inclusive.
After that click the blue Import button to proceed:
Importing your Xero Invoice spreadsheet (Pre-2026 Dashboard)
Step 1 – Opening the Xero Invoice Import menu
After you’ve generated your Xero Invoice spreadsheet through VendorPlus, open Xero and log into your account. From the Organisation Home page, click the Business dropdown at the top of your screen, then click Invoices (3rd option from the top):
You’ll now land on the Xero Invoice menu, look to the centre of your screen and click on the blue Import button to open the Invoice Import menu:
Step 2 – Check your Invoice Import settings and click Browse
Inside the Invoice Import menu you’ll see a tall blue panel, double-check the three checkboxes at the top of the panel and ensure the first option (Xero) is ticked:
Move down and click the blue Browse button, this will open your device’s File Explorer/Finder. Navigate your File Explorer and select the Xero Invoice spreadsheet you downloaded from VendorPlus, then click Select File on your File Explorer:
Beneath that you’ll find two checkbox sections, we recommend ticking “Yes, update contacts with imported address details” to ensure your Xero Customer profiles are up-to-date with any changes your Bidders make via the My Account menu on your Portal:
We also recommend leaving “Tax Exclusive” ticked if your Hammer Amounts are not GST/VAT/State Tax Inclusive.
After that click the blue Import button to proceed:
Reviewing and Sending your Invoices from Xero
Step 1 – Opening the Invoice Editor to check an Invoice
After clicking Import, Xero will load and display the number of Invoices imported, as well as any errors it may have encountered during import. Click the green Complete Import button to proceed:
Xero Import Errors – If you encounter any errors during import, check our Xero Errors guide for assistance or get in touch with us at support@webtronoa.com.
You’ll now land back on the Xero Invoices menu, with your newly imported Invoices appearing inside the Draft tab, click on one of the Invoices to open the Invoice Editor.
Step 1A – Set up your Default Invoice Template
If this is your first time using Xero, you may be asked to set your Invoice Template, follow the list of options on the left-hand side, such as:
Logo
Postal Address (Your Postal/Street Address)
ABN (or NZBN/Company ID/Registered Business Number)
Toggle Card and Wallet Payments (We recommend using Stripe or leaving this option unticked)
Toggle Payment Advice (Can be used to include your Payment Terms, including your Direct Transfer Bank Details)
Once set, click the blue Save button at the bottom-right of the menu. These options can be updated at any time from the Invoice Settings menu inside your Organisation Settings.
Step 2 – Check your Invoice Line Items and click Preview
Once the Invoice Editor opens, you’ll see a full list of the Line Items (this Bidder’s won Lots or purchased Items) and the Bidder’s name at the top-left.
Each Line Item represents an Item from your Sale, and then the Buyer’s Premium for that Item will appear as the next Line Item, with a Total for the Invoice appearing at the bottom-right of the menu:
From here you can review and edit the Line Items as needed by clicking into any of the Fields, or click the blue Preview button at the top-right to see a preview of the Invoice PDF your Bidder will receive:
Once you’re finished reviewing this Invoice, click the blue Save & Close button at the top-right of your screen:
Step 3 – Approving and Sending Invoices from Xero
You’ll land back on the Xero Invoice menu. If your Invoices are still in Draft status, tick them using the checkboxes on the left-hand side of the Invoices table, then click the blue Approve button above the table, then click the green Ok button on the pop-up panel to proceed:
Your Approved Invoices will be now moved to the Awaiting Payment tab, click on that tab, tick your Invoices again and click the blue Email button:
This will open the Send Invoice panel, from here you can:
Check and edit the recipient Email Address or add another
Select a different Email Template (if you are using multiple Invoice Email Templates)
Edit the Subject Line and Body text of the Invoice Email your Bidder will receive
Include attachments, include the Invoice as a PDF attachments and send yourself a copy of this email
We recommend leaving all options as-is, and also ticking Include PDF attachment and Mark as sent, then click the green Send button to confirm and send your selected Invoices:
Mark as Sent – If you are sending multiple Invoices, please keep Mark as Sent ticked in the recipient list section at the top of the Send Invoice panel.
The Xero Dashboard will load for a moment before adding the Sent confirmation to your Invoice list:
Your Bidders will now receive their Invoices.
Stripe Auto-Reconciliation – If you have connected Stripe to your Xero account, Payments made via Stripe will auto-reconcile their respective Invoices and move them to the Paid tab for you. If you are collecting payments via Bank Transfer, payments must be manually reconciled in Xero.
FAQ and Common Errors – Importing and Sending Xero Invoices
Q: The Account and Tax Rate columns appear empty when I open an Invoice, what do I do? A: Get in touch with us at support@webtronoa.com so we can verify the Accounts and Tax Accounts have been correctly configured in your VendorPlus Xero settings.
Q: I’m seeing a “Row Empty” error after clicking import, what do I do? A: Open up your Xero Invoice list spreadsheet in your spreadsheeting software of choice, then double check the Row Number Xero has listed in the error message for any empty cells. If a Bidder has left any required Contact/Address Information empty, we recommend filling the empty cell with placeholder information, re-import your Invoice spreadsheet into Xero and get in touch with the Bidder directly.
Q: Xero is auto-filling the Account and Tax Rate columns with the incorrect Accounts and Tax Accounts, what do I do? A: Get in touch with us at support@webtronoa.com so we can verify the Accounts and Tax Accounts have been correctly configured in your VendorPlus Xero settings. If you have set up any custom Accounts or Tax Rates, please get in touch with us immediately so we can update your VendorPlus Xero settings before your next auction concludes.
Q: Do I have to use Stripe? A: No, Xero offers a few different payment provider connections. We recommend Stripe as it is the provider we have had the most experience with and for the ease-of-setup, but there are other options such as PayPal. We recommend reaching out to the other Payment Providers directly for more information, and to consult with your Financial Institution and Accountant to discuss the best option for you and your business.
Q: Does GST mean VAT? What does GST mean? A: GST refers to Australia’s Goods and Services Tax. Xero will display your local region’s Tax in it’s own acronym.
Importing and Sending your Xero Invoice List (Xero)
This guide covers how to import your Xero Invoice spreadsheet after you have generated it in VendorPlus, check and edit your imported Invoices in Xero and send your Invoices to your Bidders.
Importing your Xero Invoice spreadsheet (2026 Dashboard Update)
Step 1: Opening the Xero Invoice Import menu:
After you’ve generated your Xero Invoice spreadsheet through VendorPlus, open Xero and log into your account. From the Organisation Home page, click the Sales dropdown at the top of your screen, then click Invoices (2nd option from the top):
You’ll now land on the Xero Invoice menu, look to the centre of your screen and click on the blue Import button to open the Invoice Import menu:
Step 2 – Check your Invoice Import settings and click Browse
Inside the Invoice Import menu you’ll see a tall blue panel, double-check the three checkboxes at the top of the panel and ensure the first option (Xero) is ticked:
Move down and click the blue Browse button, this will open your device’s File Explorer/Finder. Navigate your File Explorer and select the Xero Invoice spreadsheet you downloaded from VendorPlus, then click Select File on your File Explorer:
Beneath that you’ll find two checkbox sections, we recommend ticking “Yes, update contacts with imported address details” to ensure your Xero Customer profiles are up-to-date with any changes your Bidders make via the My Account menu on your Portal:
We also recommend leaving “Tax Exclusive” ticked if your Hammer Amounts are not GST/VAT/State Tax Inclusive.
After that click the blue Import button to proceed:
Importing your Xero Invoice spreadsheet (Pre-2026 Dashboard)
Step 1 – Opening the Xero Invoice Import menu
After you’ve generated your Xero Invoice spreadsheet through VendorPlus, open Xero and log into your account. From the Organisation Home page, click the Business dropdown at the top of your screen, then click Invoices (3rd option from the top):
You’ll now land on the Xero Invoice menu, look to the centre of your screen and click on the blue Import button to open the Invoice Import menu:
Step 2 – Check your Invoice Import settings and click Browse
Inside the Invoice Import menu you’ll see a tall blue panel, double-check the three checkboxes at the top of the panel and ensure the first option (Xero) is ticked:
Move down and click the blue Browse button, this will open your device’s File Explorer/Finder. Navigate your File Explorer and select the Xero Invoice spreadsheet you downloaded from VendorPlus, then click Select File on your File Explorer:
Beneath that you’ll find two checkbox sections, we recommend ticking “Yes, update contacts with imported address details” to ensure your Xero Customer profiles are up-to-date with any changes your Bidders make via the My Account menu on your Portal:
We also recommend leaving “Tax Exclusive” ticked if your Hammer Amounts are not GST/VAT/State Tax Inclusive.
After that click the blue Import button to proceed:
Reviewing and Sending your Invoices from Xero
Step 1 – Opening the Invoice Editor to check an Invoice
After clicking Import, Xero will load and display the number of Invoices imported, as well as any errors it may have encountered during import. Click the green Complete Import button to proceed:
Xero Import Errors – If you encounter any errors during import, check our Xero Errors guide for assistance or get in touch with us at support@webtronoa.com.
You’ll now land back on the Xero Invoices menu, with your newly imported Invoices appearing inside the Draft tab, click on one of the Invoices to open the Invoice Editor.
Step 1A – Set up your Default Invoice Template
If this is your first time using Xero, you may be asked to set your Invoice Template, follow the list of options on the left-hand side, such as:
Once set, click the blue Save button at the bottom-right of the menu. These options can be updated at any time from the Invoice Settings menu inside your Organisation Settings.
Step 2 – Check your Invoice Line Items and click Preview
Once the Invoice Editor opens, you’ll see a full list of the Line Items (this Bidder’s won Lots or purchased Items) and the Bidder’s name at the top-left.
Each Line Item represents an Item from your Sale, and then the Buyer’s Premium for that Item will appear as the next Line Item, with a Total for the Invoice appearing at the bottom-right of the menu:
From here you can review and edit the Line Items as needed by clicking into any of the Fields, or click the blue Preview button at the top-right to see a preview of the Invoice PDF your Bidder will receive:
Once you’re finished reviewing this Invoice, click the blue Save & Close button at the top-right of your screen:
Step 3 – Approving and Sending Invoices from Xero
You’ll land back on the Xero Invoice menu. If your Invoices are still in Draft status, tick them using the checkboxes on the left-hand side of the Invoices table, then click the blue Approve button above the table, then click the green Ok button on the pop-up panel to proceed:
Your Approved Invoices will be now moved to the Awaiting Payment tab, click on that tab, tick your Invoices again and click the blue Email button:
This will open the Send Invoice panel, from here you can:
We recommend leaving all options as-is, and also ticking Include PDF attachment and Mark as sent, then click the green Send button to confirm and send your selected Invoices:
Mark as Sent – If you are sending multiple Invoices, please keep Mark as Sent ticked in the recipient list section at the top of the Send Invoice panel.
The Xero Dashboard will load for a moment before adding the Sent confirmation to your Invoice list:
Your Bidders will now receive their Invoices.
Stripe Auto-Reconciliation – If you have connected Stripe to your Xero account, Payments made via Stripe will auto-reconcile their respective Invoices and move them to the Paid tab for you. If you are collecting payments via Bank Transfer, payments must be manually reconciled in Xero.
FAQ and Common Errors – Importing and Sending Xero Invoices
Q: The Account and Tax Rate columns appear empty when I open an Invoice, what do I do?
A: Get in touch with us at support@webtronoa.com so we can verify the Accounts and Tax Accounts have been correctly configured in your VendorPlus Xero settings.
Q: I’m seeing a “Row Empty” error after clicking import, what do I do?
A: Open up your Xero Invoice list spreadsheet in your spreadsheeting software of choice, then double check the Row Number Xero has listed in the error message for any empty cells. If a Bidder has left any required Contact/Address Information empty, we recommend filling the empty cell with placeholder information, re-import your Invoice spreadsheet into Xero and get in touch with the Bidder directly.
Q: Xero is auto-filling the Account and Tax Rate columns with the incorrect Accounts and Tax Accounts, what do I do?
A: Get in touch with us at support@webtronoa.com so we can verify the Accounts and Tax Accounts have been correctly configured in your VendorPlus Xero settings. If you have set up any custom Accounts or Tax Rates, please get in touch with us immediately so we can update your VendorPlus Xero settings before your next auction concludes.
Q: Do I have to use Stripe?
A: No, Xero offers a few different payment provider connections. We recommend Stripe as it is the provider we have had the most experience with and for the ease-of-setup, but there are other options such as PayPal. We recommend reaching out to the other Payment Providers directly for more information, and to consult with your Financial Institution and Accountant to discuss the best option for you and your business.
Q: Does GST mean VAT? What does GST mean?
A: GST refers to Australia’s Goods and Services Tax. Xero will display your local region’s Tax in it’s own acronym.