Import bank statements into Xero: CSV mapping and review

To import a bank CSV into Xero, open the intended bank account, choose Import a Statement, map the available columns and review the dates and selected rows. Date and Amount are required; a fixed column order or an exact English header spelling is not. Use one file per bank account.

Decide whether you need CSV conversion

Use a suitable bank-native transaction file when available. For CSV imports, Xero specifies an administrator or standard + bank accounts role. Its CSV instructions explain that you can download a template from the bank account's import page. Template headings follow the browser language, with New Zealand English as the fallback; that does not determine how a date in your source should be interpreted.

Xero also offers direct PDF statement import for US and Canadian organisations, excluding Xero Ledger. Availability and file requirements belong to that route. This guide follows CSV preparation and review, including cases where you prefer to extract the PDF locally before sending transaction rows to Xero.

Map the fields you actually have

A header row helps identify columns, but Xero can import without it. If you add headings, put them in row 1 and give each column a unique name. Saved import settings may be reused for files with the same headings; changed headings prompt mapping again. Inspect an inherited mapping rather than assuming that a familiar file name means an unchanged structure.

Optional Payee, Reference or Cheque number detail requires corresponding source information. Do not invent it from the three fields or copy a description into a payee field simply to fill a column.

Use the common CSV guide to preserve source values and prepare delimiters, dates and amounts before Xero mapping.

Xero's Amount field uses one column: income positive, expenses negative. A minus sign or brackets can express a negative value; decimal commas are not accepted. Keep opening and closing balances outside imported transaction rows.

Import and inspect the review

In the documented Xero flow, open Accounting → Bank accounts, use the account's three-dot menu and choose Import a Statement. Select the file, proceed with Next, map columns when prompted, then confirm the actual date format if asked. Review the rows, deselect unwanted entries and use Complete import only when the selection is correct.

Review distinguishes ready rows, warnings and errors. Inspect those messages rather than assuming missing-looking rows were silently discarded. For a wrong column or date interpretation, return through Import settings / Edit import settings, change the mapping and review again. Xero saves the chosen settings for later imports.

The mapping review sheet is for manual notes, not for upload.

Check overlap with feeds and existing lines

Xero's CSV review excludes existing duplicates it matches, but feed/manual-import overlap can still create duplicate statement lines. The duplicate-line guidance describes reports for potential duplicates. A date-and-amount match is a reason to investigate, not proof that two real payments are the same event.

Check the source entries before removing suspected duplicates.

LocalExtract extracts one PDF at a time locally, including OCR, and exports date,description,amount CSV. It has no desktop batch queue. Prepare and check the import copy yourself; it does not automatically supply extra Xero fields or synchronize accounts. Uploading the CSV sends those rows to Xero, while account and periodic Pro checks also need a network. Download LocalExtract.

Official instructions checked October 15, 2026.

Correction, October 15, 2026: clarified regional PDF availability, optional CSV headings, date selection and import review; removed fixed country-based date rules.