Xero's Required CSV Column Structure
Xero's bank statement import is strict about column headers. The header row must use these exact names — capitalization matters:
| Column | Required | Format | Notes |
|---|---|---|---|
| Date | Required | DD/MM/YYYY | Day-first. MM/DD/YYYY causes wrong dates or rejections. |
| Amount | Required | Decimal number | Negative = debit/withdrawal. Positive = credit/deposit. |
| Payee | Optional | Text | Appears as the contact/payee name in Xero reconciliation. |
| Description | Optional | Text | Transaction memo. Helps Xero suggest matching rules. |
| Reference | Optional | Text | Check number, reference code, or bank transaction ID. |
| Cheque Number | Optional | Text | Used for check-based transactions. |
| Balance | Optional | Decimal number | Running balance after each transaction. |
Critical: If you include any columns not in this list, or misspell a header (e.g., "Descriptions" instead of "Description"), Xero may reject the file or ignore the column entirely. Zera Books Xero export uses the exact headers Xero expects.
Step-by-Step: PDF Bank Statement to Xero
Upload PDF to Zera Books
Go to zerabooks.com and upload your bank statement PDF. Drag-and-drop or click to select. Works with scanned PDFs, multi-page statements, and password-protected files from any bank worldwide.
Export as Xero CSV
In the export settings, select "Xero (.csv)." Zera Books outputs a CSV with the exact headers Xero requires and dates in DD/MM/YYYY format. The Amount column uses negative values for debits as Xero expects.
In Xero: Accounting → Bank Accounts → Import
In Xero, navigate to Accounting > Bank Accounts. Click the name of the account you want to import into (not the reconcile button — the account name). On the next screen, click Import a Statement.
Upload CSV and verify preview
Upload your Xero-formatted CSV. Xero shows a preview of the first few transactions — verify that dates, amounts, and descriptions look correct before clicking Import. Transactions import to the bank reconciliation queue.
Reconcile in bank reconciliation screen
After import, Xero adds transactions to the bank reconciliation screen. Xero automatically suggests matches against outstanding invoices, bills, and existing transactions based on amount and description. Review and accept each match.
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Try for one weekCommon Xero Import Errors and Fixes
Dates importing as wrong month/day
Xero expects DD/MM/YYYY. If your CSV has MM/DD/YYYY, the 5th of January becomes the 1st of May. Fix: Export from Zera Books using "Xero (.csv)" format — it outputs DD/MM/YYYY automatically.
"File format not supported" error
Usually caused by extra columns, BOM characters, or wrong file encoding. Xero requires UTF-8 without BOM. Fix: Zera Books exports clean UTF-8 CSV files with only the columns Xero expects.
All amounts show as positive (no debits)
Your CSV uses separate Debit/Credit columns instead of a single signed Amount column. Xero requires a single Amount column with negative values for withdrawals. Fix: Merge your Debit/Credit columns into a single Amount column with sign convention.
Duplicate statement lines after importing
Importing overlapping date ranges from multiple sources creates duplicates in the reconciliation queue. Check the date range already imported via bank feed before uploading. Xero does not always detect duplicates automatically.
Frequently Asked Questions
What format does Xero require for importing bank statements?
Xero requires a CSV with specific headers: Date, Amount, Payee, Description, Reference, Cheque Number, Balance. Dates must be DD/MM/YYYY. Zera Books exports Xero-formatted CSV with the correct structure automatically.
How do I import a bank statement into Xero?
Accounting > Bank Accounts > click account name > Import a Statement. Upload your CSV, verify the preview, and click Import. Transactions appear in the bank reconciliation queue.
Can I import a PDF bank statement into Xero?
Not directly. Xero only accepts CSV, OFX, and QIF for manual imports. Convert your PDF to Xero-formatted CSV first using Zera Books — it handles any bank format including scanned PDFs.
Why does Xero reject my CSV with a date error?
Xero requires DD/MM/YYYY. MM/DD/YYYY (US format) causes incorrect dates or rejection. Zera Books automatically outputs DD/MM/YYYY for all Xero exports.