---
title: "Xero Export (cash accounting)"
slug: "xero-export-cash-accounting"
updated: 2026-06-16T12:54:14Z
published: 2026-06-16T18:03:00Z
canonical: "mysupport.roller.software/xero-export-cash-accounting"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://mysupport.roller.software/llms.txt
> Use this file to discover all available pages before exploring further.

# Xero Export (cash accounting)

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](/v1/docs/map-gl-accounts-and-tax-rates-for-the-xero-export).

**Assign GL codes to Reporting Categories** Navigate to R**eporting 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. When the journal is posted, Xero automatically applies the corresponding balance and calculates and allocates the tax amount to the appropriate tax account base on tax rates set up in the Xero integration page in Venue Manager. |
| Tracking Name | Optional; usually the name of your venue for filtering in Xero |

> [!WARNING]
> 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](/v1/docs/map-gl-accounts-and-tax-rates-for-the-xero-export).

## 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

> [!NOTE]
> 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](/v1/docs/how-do-i-reconcile-the-xero-export-with-payouts-under-net-settlement)

## 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**.

## Related

- [Xero Export (accrual accounting)](/xero-export-accrual-accounting.md)
- [Quick guide: Key concepts & terms in ROLLER reports](/quick-guide-key-concepts-terms-in-roller-reports.md)
- [ROLLER for bookkeepers](/roller-for-bookkeepers.md)
- [Bookings receivables report](/bookings-receivables-report.md)
- [Map GL accounts and tax rates for the Xero Export](/map-gl-accounts-and-tax-rates-for-the-xero-export.md)