How to Import Jobs into Xero Practice Manager

How to Import Jobs into Xero Practice Manager

There are several ways to create jobs in Xero Practice Manager, including CSV imports, recurring jobs, and proposal apps. Each method has its own advantages, but the objective remains the same: every job should be created accurately, with the correct job template applied from the beginning. For many firms, CSV importing is the simplest starting point because it requires the least setup and gives the firm clear control over the information being added. This is an important part of effective Accounting Practice Management, as clean job data supports better workflow, reporting, and scheduling.

The first step is to use the correct CSV import template. A practical approach is to create a master spreadsheet with separate sheets for each job template. If job categories are used to separate different types of work, such as billable work and monthly service plans, these should also be separated carefully because the job category is selected during import.

Client data should be handled with particular care. The safest method is to export the client list directly from Xero Practice Manager and use that as the basis for the import spreadsheet. This reduces the risk of missing clients or creating duplicates. If an existing client list is used, the client names should be checked against Xero Practice Manager to ensure they match exactly.

Once the client list is prepared, each client can be added to the correct sheet. Jobs should then be named clearly, usually by including both the financial year and the job name. This makes it easier to identify the period each job relates to. Dates also need to be entered carefully. A common approach is to use the start of the financial year as the job start date and set the due date 12 months after the end of the financial year, allowing enough room for tasks that may fall outside the standard year.

Job numbers must follow the next available number in Xero Practice Manager, including any prefix. Manager and partner fields can also be included if that information is available, but the names must match the team member records exactly.

Before importing, each sheet should be saved as its own CSV file. It is sensible to test the process with a single job or a small group first. Once the import is complete, any errors should be reviewed and corrected. If the test import is successful, the remaining CSV files can be imported, taking care to select the correct job template each time.

Keeping the master spreadsheet updated will make future job imports faster, cleaner, and easier to manage.