Xero Export (cash accounting) – Help Center

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)

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. 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

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

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 > Schedules reports.