The Xero Cash Accounting Export report generates a .csv file formatted specifically for upload into the Xero accounting software, tailored for cash accounting. A separate report is also available for accrual accounting.
Before you export
Complete the Xero Integration Setup
From Venue Manager, go to Settings > Integrations > Xero Integration and make sure the following are configured:
General Ledger (GL) account codes
Tax rate mappings (eg GST, No GST)
Optional: Xero tracking categories (eg venue name)
Learn more about how to set up this page for the Xero Export.
Assign GL codes to Reporting Categories
Navigate to Reporting categories:
Assign relevant products to categories and enter the exact GL codes and tax names used in your Xero account
Ensure tax names in ROLLER match Xero exactly (case-sensitive)
Running the export
From Venue Manager, go to Reports > Accounting
Search for and select Xero Export
Select your date range (we recommend exporting one month at a time to reduce file size)
Select “Alert me when complete”
When ready, the file can be downloaded from the Notifications icon (bell) at the bottom of the main menu
CSV File Contents
The export includes the following fields:
Field | Description |
|---|---|
Narration | A reference line for Xero journal entries (eg "ROLLER Import - 2025-05-01") |
Date | Effective date for each journal entry (daily granularity) |
Description | Description of each journal line item |
Account Code | GL account code, must match exactly with Xero |
Tax Rate | Name of tax rate, must match what is defined in Xero |
Amount | The debit or credit value for each line item. |
Tracking Name | Optional; usually the name of your venue for filtering in Xero |
Each journal line item must match your Xero setup to avoid import errors. Amounts may not balance in the raw export due to Xero applying tax on import. Tax is not included in the line-item amounts. Xero calculates it on import based on the mapped tax rates.
Tips & troubleshooting
Daily entry format: The export breaks entries down by day to comply with Xero’s manual journal requirements
Large venues: If your file has too many rows, break the month into smaller date ranges (eg 1–15 and 16–31)
Tax discrepancies: If the report doesn’t balance in Xero, check your tax rate mappings —misconfigured tax accounts are the most common issue
Account mapping errors: If Xero doesn’t recognize the account code, make sure that your Xero chart of accounts has the exact code present
Rounding differences: Sometimes Xero import requires minor manual adjustments (eg $0.01 rounding row)
Note on bank reconciliation
Xero journals cannot be posted directly to a bank account
Use holding accounts (eg Credit Card, Cash) in Xero for each payment method
Reconcile payouts in Xero by matching imported journal entries against bank feeds
Under net settlement, payment fees are deducted before the payout is sent to your bank, while the Xero Export shows total funds received including payment fees across all payment methods. Learn more
Refunds & adjustments
Refunds will appear in the Xero export on the day they are processed, not the original booking date
This can cause apparent discrepancies in daily revenue but will balance over time
Automate report delivery
You can automate the delivery of the Xero export from Venue Manager in Reports > Scheduled reports.