Importing orders from Xero

Note: view our Zapier webhooks and import integrations for more ways to connect to your Xero account.

Planning optimized delivery routes using Xero orders or invoices? Follow the steps below to export your orders from Xero, and import them into EasyRoutes for delivery route planning.

Exporting from Xero:

From your Xero dashboard, click the Business tab from the top navigation menu, and access the Invoices menu item:

Xero dashboard with the Business tab highlighted and its menu open, with an arrow pointing at Invoices

Navigate to the tab containing the type of orders you'd like to export (#1 below), before clicking the Export button (#2 below) which will generate a CSV file of your invoices, and automatically save it to your default downloads location:

Xero Invoices page with the status tabs (All, Draft, Awaiting Approval, Awaiting Payment, Paid, Repeating) outlined as 1 and the Export button outlined as 2

Additional tips:

Using the export button as described above will export all orders contained within a tab.
Use the Search button in the upper right-hand corner of any invoices table to refine the results shown:
- For example, applying search criteria to search within Paid date with a window of seven days (as shown below) will display only orders that were marked as Paid within that seven day window.
Orders included in an export that do not require delivery can also be individually removed during import - see Step #5 in the Importing to EasyRoutes section below.
Applying search terms to refine results first, before clicking the Export button, will ensure only orders from a particular period or matching specific criteria will be included in the export:

Xero invoice search panel with Search Within set to Paid date, Start Date 9 Oct 2024 and End Date 16 Oct 2024, and a Search button

Importing to EasyRoutes:

Login to your EasyRoutes for Web account. Access the Orders page from the EasyRoutes sidebar navigation menu.
Click the Import new CSV button found to the right of the map, below your active Route Options:

Orders page with an arrow pointing at the Import new CSV button, among the small buttons to the right of the map below the route options

Click the Add file(s) button and select the CSV file exported from Xero (or drag and drop the CSV file directly onto the button):

Import stops page, Step 1, with a CSV drop zone and the Add file(s) button highlighted in its centre

Review the import preview (shown below) to ensure all imported variables are mapped to the proper column:
1. If everything looks correct, click the Save button, and skip to Step #8 below.
2. If something's not right, click the Edit stops button:

Import stops preview table listing three stops with their name, company and address columns, and the Edit stops, Cancel and Save buttons below

After clicking the Edit stops button, you'll be able to configure which CSV column is mapped to which EasyRoutes variable. Ensure that variables are mapped as follows:

Column Title	Dropdown Selection
First name	ContactName
Address	SAAddressLine1
City	SACity
Province/state/territory	SARegion
Postal code/ZIP code	SAPostalCode
Country/region	SACountry
Email	EmailAddress
Order name	InvoiceNumber
Item quantity	Quantity
Item name	Description

Note: Additional order information that doesn't fit any of the mappings above can be mapped to the Tags field, and then used to filter orders by tags. Order tags need to be comma-separated in the CSV file to import more than one per stop.

Once all columns have been mapped, click the Next button in the upper right-hand corner of the page:

Import stops - 1 file page header, at Step 2: Select an import method and select the columns to import, with the Next button outlined

Imported orders will be shown as pins on the map, with order details in the table below. If any orders were included in the export that do not require delivery, use the checkboxes on the left-hand side of an order's listing, and select Remove order from the Actions menu that appears at the bottom of the list. Review the listed orders before clicking the Import and add orders button above the map:

Import stops Step 3 review page with three numbered pins on the map, the stops' details in a table below, and the Import and add orders button highlighted in the top-right corner

Your imported orders will now be available as pins on the map, ready to route. Configure any desired Route Options using the controls to the right of the map. Click the Create route button above the map to generate an optimized delivery route containing your imported orders:

Orders page with two imported orders as pins on the map, the Route start, Route end and Routes to create options outlined, and an arrow pointing at the Create route button

Additional Resources:

Full details on CSV import workflows: How do I import orders from a spreadsheet (.CSV)?
Review and re-use any imported orders with the Address Book feature.
View our Zapier webhooks and import integrations for more ways to connect to your Xero store.
You can also write custom integrations using our EasyRoutes API.