Preparing Xero Data for Importing into Hiro

Article Contents

1. Introduction
2. Exporting Contacts from Xero
3. Export Project Data from Xero Projects
4. Exporting Invoice History from Xero
5. Using the Spreadsheets with Hiro

Introduction

Hiro includes flexible self-guided importing tools designed to work with real-world spreadsheets. Rather than forcing a strict template, Hiro allows you to match the headings from your spreadsheet to Hiro’s data fields during the import process.

This means you can usually export data directly from Xero or Xero Projects with minimal preparation.

This article is intended for:

• Firms performing their own imports into Hiro
• Firms supplying spreadsheets to the Hiro team for onboarding assistance

Important: Secure Handling of Exported Data

The spreadsheets exported from Xero often contain sensitive information, including:

• Client contact details
• Financial information
• Invoice history
• Project data

Please do not email these spreadsheets to Hiro.

If the Hiro team is assisting with your onboarding or importing, wait for us to provide a secure upload link for transferring your files safely.

Exporting Contacts from Xero

Exporting your contacts from Xero provides Hiro with your client and supplier records.

In Xero:

1. Open the Contacts section
2. Choose the contact group you want to export, such as All Contacts
3. Use the Export option to download the spreadsheet

The exported spreadsheet can then be imported directly into Hiro or supplied to the Hiro onboarding team.

For full step-by-step instructions from Xero, see:

https://central.xero.com/s/article/Export-contacts-out-of-Xero

Exporting Project Data from Xero Projects

If your business uses Xero Projects, there are several reports we recommend exporting to maximise the amount of information available during onboarding.

In general:

• Set the date range as wide as possible, ideally covering the entire period since you first started using Xero Projects
• Include all available project statuses where applicable
• Enable as many columns as possible to maximise the amount of data available for importing

Project Details Report

In Xero:

1. Go to Projects > Reports > Project Details
2. Set the date range to cover your full Xero Projects history
3. Include all project statuses:
   • Draft
   • In Progress
   • Closed
4. In the report options, select all available columns

If Hiro is handling the onboarding on your behalf, these statuses are typically interpreted as:

• Draft → imported as enquiries
• In Progress → imported as active jobs
• Closed → imported as archived jobs

For detailed Xero instructions, see:

https://central.xero.com/s/article/Project-Details-report

Project Financials Report

In Xero:

1. Go to Projects > Reports > Project Financials
2. Set the date range to cover your full Xero Projects history
3. Include all project statuses:
   • Draft
   • In Progress
   • Closed
4. In the Columns options, additionally enable:
   • Invoiced Date
5. Leave Grouping/Summarising set to:
   • Group by Project Name

This report helps preserve project financial and invoicing history during onboarding.

Project Summary Report

In Xero:

1. Go to Projects > Reports > Project Summary
2. Set the date range to cover your full Xero Projects history
3. In the Columns dropdown, additionally enable:
   • Deadline

This report provides additional project-level information that can assist during migration into Hiro.

Exporting Invoice History from Xero

To preserve invoice history and payment information, export the Receivable Invoice Summary report.

In Xero:

1. Go to:
   • Reporting
   • Payables and Receivables
   • Receivable Invoice Summary
2. Set the date range to cover the full period your business has been using Xero
3. In the Columns settings, additionally enable:
   • Due Date
   • Last Payment Date
   • Net

This report helps preserve invoice and payment context during onboarding into Hiro.

Using the Spreadsheets with Hiro

Once exported, these spreadsheets can either:

• Be imported directly using Hiro’s self-guided importing tools
• Be supplied to the Hiro onboarding team to assist with your migration

Hiro’s import engine allows matching of spreadsheet headings to Hiro data fields during the import process, making it flexible enough to work with a wide range of spreadsheet structures without requiring rigid templates.