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Protecting Your Data with Xportmydata

Navigating the world of data backup might seem daunting, but with Xportmydata, it's a breeze. Our platform is tailored to offer you a seamless experience in safeguarding your precious Xero accounting records, files/uploads, and even Payroll details (currently available for our Australian & New Zealand clients). Whether you're inclined towards cloud storage or favour a local device, our encrypted servers ensure you can retrieve your data anytime, even if you hit a snag with Xero.


If you have any questions or need further information, explore the other sections of our Support page. Dive in, and let us assist you in ensuring your business data remains secure and accessible.

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Getting started with Xportmydata: A Detailed Guide

Starting with Xportmydata is a straightforward process. Here's a step-by-step guide to get you going:


  • Log In with Confidence: Begin by logging in using your Xero credentials. We integrate directly with Xero's secure sign-on, ensuring the utmost protection for your data.

  • Granting Access: Xportmydata will request access to your Xero organisation after logging in. This permission only needs to be granted once, allowing us to access your data for backups.

  • Choose Your Organisation: If you're connected to multiple organisations in Xero, a dropdown will appear for selection. Pick the one you wish to backup.

  • The Dashboard: After selection, click "Continue" to head to your dashboard. Here, you can view all linked organisations and their backup statuses.

  • Initiate Backups: Start the backup process by clicking "Start Backup" for your desired options like Accounts, Files & Payroll. This action queues your data for backup.

  • Accessing Completed Backups: Once backups finish, they're available for viewing by clicking the "View Your Backups" button.

  • Set and Forget: Our automatic backup schedule is a highlight feature. After the initial setup, backups run every seven days, ensuring consistent safety for your Xero data.

Join the numerous clients who trust Xportmydata for efficient and reliable Xero data backups. Experience the security and ease of our services today!

How do I create an Xportmydata account?

Creating an Xportmydata account is simple and straightforward. All you need is:

  • Your Xero login.
  • Either Standard or Advisor level authority to that Xero organisation.
  • Opt to sign up with a single download purchase or subscribe to a subscription, which has a minimum term of 12 months.

For those wanting a glimpse into our service without any commitments, we offer a Trial. This trial uses your actual data, providing a realistic experience of what our backups look like. However, there are some limitations to note:

  • The trial offers only a sample of what we extract from Xero, so it won't be a comprehensive backup.
  • Payroll and Files add-ons are not included in the trial. This means that while you can view most data, specifics like attached invoices or the detailed Xero files folder won't be part of the trial backup.
  • Our Xero Payroll extraction is currently available only for Australian and New Zealand Xero users.

After trying out the Trial, if you find Xportmydata aligns with your needs, you can easily upgrade to one of our monthly plans or choose the Single Download option.

How do I set up 2-factor authentication for my Xportmydata account?

Xportmydata is seamlessly integrated with Xero's login system, combining top-notch security with the convenience of a single sign-on. Here's how to set up 2-factor authentication:

  • Integrated Security: With Xportmydata, there's no separate login needed. We use Xero's secure login system, making it both efficient and safe for you.

  • Multi-Factor Authentication: MFA in Xero adds a second layer of security. Even with your password, access isn't possible without MFA verification.

  • Choice of Authenticator Apps: While you can pick an authentication app of your choice, Xero suggests using Xero Verify due to its beneficial push notification feature.

  • Device Recommendations: It's a good idea to have the authenticator app on a separate device, especially if your primary device is accessible to others.

  • Alternative Authenticator Options: If you don't have a smartphone, consider using apps like Authy on your computer, providing an alternative way to authenticate.

  • Setting Up MFA: Ensure you have your Xero account, an authenticator app, and browser access to Xero ready. Also, set up a backup method like an alternative email or security questions for extra safety.

  • Login Process: When you log into Xportmydata and Xero's MFA is enabled, you'll be presented with the 2FA prompt, ensuring a secure login each time.

We prioritize your data's security at Xportmydata and Xero. With this integration, you get to experience a seamless backup process without compromising on safety!

How do I link another Xero organisation to Xportmydata?

When you log into Xportmydata, you're immediately presented with an option to connect to Xero files you have access to, ensuring everything is linked correctly. The number of organisations you can add depends on your chosen plan with us. After you're in, you'll find a "Link Organisation" button at the top of the dashboard. Click on that, and you'll be sent back to the linking prompt. Once your new organisation has been linked, simply click the "Start Backup" button to initiate the backup process.

What type of backup does Xportmydata offer?

At Xportmydata, we offer various comprehensive backup solutions tailored to suit the diverse needs of our users.

Subscription Plans:

  • Solo (1): Designed for individual users.
  • Plus (2-3): Ideal for small businesses managing multiple organisations.
  • Pro (4-10): Suited for larger businesses or firms with numerous clients.

Every subscription generates a "full backup" of your accounting history with each run. This ensures a complete export of your accounting data in Excel format, starting from your first day with Xero.

Special Features:

  • Files (Add-on): Incorporated in the "Single Download" option, this enables the export of all uploaded and attached files like invoices, PDFs, and images from Xero. These are retained in their original format and referenced in the main accounting Excel file.
  • Payroll (Add-on): An exclusive feature for users in Australia and New Zealand. Included in the "Single Download" option, it offers a comprehensive backup of your Xero payroll data, including but not limited to, employee details, leave applications, payslips, and more.

For businesses seeking scalability, our Enterprise subscription offers the flexibility to schedule backups for numerous organisations. Reach out to us for more insights on this offering.

Should you have any questions or require further insights into Xportmydata's backup solutions, our support team is always ready to assist.

Can I try Xportmydata before I commit to a subscription?

Absolutely! You can get a feel for Xportmydata through our free 7-day trial. Do keep in mind, though, that during this trial period, we provide a sample of your actual data — meaning you won't be able to download everything in its entirety.


Also, the trial doesn't encompass the files and payroll add-ons. Dive into our trial and get firsthand experience of the ease and reliability of backing up data with Xportmydata.


If your trial runs out and you're keen to continue, please reach out to our support team. They're on hand to guide you through the sign-up process or answer any other questions you might have.

How long does the initial backup take with Xportmydata?

The initial backup duration with Xportmydata can vary. For most accounts, backups wrap up within a few hours. However, if you're using the files add-on (a feature that comes standard with the "Single Download" option), the initial backup might stretch out over several days. This extended period is mainly due to the sheer volume of attachments associated with transactions in Xero. An important detail to note: Xero limits our access, allowing only 5,000 attachment downloads per 24-hour window. This cap can lead to longer backup times.


But here's some good news! After the initial hefty download of all those attachments, your subsequent backups will generally be much quicker, finishing in just a few hours. And for those on subscription plans, while we continue to download attachments daily, we release the excel data with each weekly backup. This way, you receive the latest information, and we keep adding to the attachment download until everything is up-to-date.


We genuinely value your patience during this initial backup phase. Rest assured, Xportmydata is always in full swing, ensuring your data is backed up both promptly and securely.

Why can I only see a limited amount of data in my Xportmydata backup?

During the trial period of Xportmydata, we offer users a taste of our services by providing a sample of your actual data. This approach allows you to get a feel for our system without giving full access immediately. To gain a comprehensive view and backup of all your data, an upgrade is required. We offer three primary plans tailored to different needs:

  • Solo (1): Perfect for individual users or small businesses.
  • Plus (2-3): Designed for growing businesses with more complex requirements.
  • Pro (4-10): Suited for larger businesses that need robust backup capabilities.

In the rare instance that you notice discrepancies in your exported data or feel that it's not entirely complete after upgrading, our dedicated support team is on standby to assist. Just drop an email to support@xportmydata.com, and we'll get to the root of the issue. At Xportmydata, we take immense pride in the accuracy and security of our backup services. By choosing one of our paid plans, you're ensuring a comprehensive, reliable, and easy-to-access backup of all your Xero data.

What are the system requirements for Xportmydata?

To use Xportmydata, all you need is an up-to-date web browser. We're a web-based SaaS solution, so there's no need to worry about specific system requirements or installations. Just ensure you're using the latest version of browsers like Google Chrome, Mozilla Firefox, Safari, or Microsoft Edge for the best experience. Once you've linked and initiated your backup, there's no need to hang around and wait. You can close your browser or work on other tasks, and we'll handle the rest.

About the Backup

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Where are Xportmydata backups stored?

Xportmydata initially hosts its servers in Microsoft's data centers in Southeast Australia, where the primary backup takes place.


For added flexibility, we now offer the option to store your final backed-up data in one of the following Microsoft Azure storage locations:

  • UK (for EU clients): Ideal for those in the United Kingdom and the Europe, adhering to GDPR requirements.
  • USA: Suited for our North American customers.
  • South East Australia: Our default and longstanding storage location.

New clients can select their preferred storage location upon signing up. Existing clients or those who wish to make a change can simply email support@xportmydata.com with their preferred choice. We will facilitate the transition for all current and future backups.


Your data's security remains paramount. We store your data on encrypted hard drives and perform daily backups to ensure its safety.


If you're in a region where data sovereignty is crucial, and you want an additional local backup, you can download the data to your device. Following the download, you have the option to remove it from our servers, ensuring your data's autonomy and control.


With Xportmydata, rest assured your data is both secure and tailored to your location preferences.

How can I download an offline copy of my Xero data using Xportmydata?
  1. Navigate to the Xportmydata dashboard:
  2. Click the blue "Your Backups" button: This will lead you to the list of available backups.
  3. Find the relevant backup: Then, click the "Download" button beside it to begin the downloading process.

Once you've secured your backup, it's vital to ensure its safe storage. While Xportmydata provides a robust storage system, we recommend keeping backups in various secure locations, including cloud platforms.


After verifying that your backup is securely stored in your preferred location, you can opt to delete it from our servers, adding another layer of data protection.


Always prioritize your backups' secure storage. If you face any issues or have queries, our support team is here to help.

How to Store Your Xportmydata Backup on Cloud Storage Platforms

Storing your Xportmydata backup on cloud platforms like OneDrive, Dropbox, Google Drive, or Box is straightforward. Here are the steps to guide you:

Steps:

  1. Download your backup: Click the "Download" button. If the file is large, the download might take a moment to initiate after clicking.
  2. Spot the Delete option: After downloading, you'll see a "Delete" option next to the download button.
  3. Transfer to your cloud: Move your downloaded backup to your preferred cloud-synced folder.
  4. Delete from Xportmydata (Optional): Ensure your backup is safely stored on your cloud platform. Then, you can opt to remove the file from our servers.

Following this process ensures your backup's security and easy access from any location. If you have any questions or need assistance, our support team is here to help.

How can I import my data back into Xero?

We understand that there are various reasons you might want to import your data back into Xero. You could be starting a new company, selling an existing business but wanting to keep its historical data, or transitioning between two different Xero files where you're the subscriber for both.

Import Areas:

  • Bills: Accounts payable details (imported as inclusive of GST/VAT)
  • Chart of Accounts: Your accounting structure.
  • Contacts: Customer and vendor information.
  • Inventory Items: Product and stock data.
  • Manual Journals: Adjusting entries for special transactions.
  • Sales: Income and sales receipts.

We're committed to expanding these areas, and we provide a folder called 'Import' within each backup. It's crucial to verify that the data aligns with Xero's import templates. A little adjustment may be required to make sure everything imports successfully.

If you have any questions or run into any challenges, our support team is always on hand to help.

Why Your Bank Transaction Total in Xportmydata's Backup May Differ from Xero

We've noticed that some of our valued customers are comparing the total from Xero's Bank Accounts tab with the Bank Transactions sheet in our Xportmydata Excel backup. We understand this may create some confusion, so we've prepared this article to clarify the situation.


What is Included in Xero's Bank Accounts Tab?

In Xero, the Bank Accounts tab shows the total that includes:

  • Cash transactions (Spend and Receive Money)
  • Accounts Payable (Bills)
  • Accounts Receivable (Invoices)
  • Bank Transfers

What Does the Xportmydata Bank Transactions Sheet Capture?

The Bank Transactions sheet in our Excel backup focuses solely on cash transactions, which are transactions directly coded to specific account codes. In Xero, these are categorized as "Spend Money" and "Receive Money" transactions. "Spend Money" transactions capture outflows that aren't related to bills, expense claims, or refunds—like recording bank fees. Similarly, "Receive Money" transactions track inflows unrelated to sales invoices or refunds, such as interest income.


Why the Difference?

The Bank Accounts tab in Xero displays a comprehensive list of transactions, either manually entered or imported directly through Xero's bank feed. This tab effectively mirrors the lines on your bank statement. It includes not just cash transactions but also bills (Accounts Payable), invoices (Accounts Receivable), and bank transfers.


On the other hand, the Bank Transactions sheet in the Xportmydata backup captures only the cash transactions. These are transactions that are directly coded to specific account codes in Xero, known as "Spend Money" and "Receive Money" transactions.


Moreover, the AccountsPayable and AccountsReceivable sheets in the Xportmydata backup can be a bit more complex. Each invoice or bill is often represented by multiple rows, each corresponding to a different line item. However, only one of these rows will contain the payment amount and date. Simply summing these rows won't give you an accurate total because of these multiple entries.


How to Reconcile the Numbers?

To reconcile the total number from Xero with the data in the Xportmydata backup, you'll need to:

  • AccountsPayable & AccountsReceivable: Filter out duplicate entries based on the unique entry ID (InvoiceID) and sum up the relevant payment amounts.
  • Bank Transactions: Sum up the relevant cash transactions.
  • Bank Transfers: Add in the amounts from inter-account transfers.

We assure you that all data is captured in the Xportmydata backup. If you find any discrepancies, it's likely because the Xero Bank Accounts tab and Xportmydata backup are capturing different sets of transactions. We hope this article clarifies any confusion. Should you have more questions, feel free to reach out to our support team.

Is it possible to adjust the frequency of automatic backups?

At Xportmydata, we predominantly offer weekly backups. If you're after a different frequency, such as daily backups, this is something we might be able to arrange in special situations. Please note that additional charges will apply. We recommend reaching out to our support team to see if your Xero file qualifies for this service.


Additionally, for those needing a one-time backup, we provide the "Single Download" service. For a fixed price, this service offers a comprehensive Excel file of your essential Xero data. For a thorough understanding of what's included and its advantages, we invite you to explore the details of our Single Download plan on our website.

What is included in the "files" backup with Xportmydata?

The "files" backup offered by Xportmydata is an essential add-on available to our users. While it's available as an add-on for most subscription plans, it's automatically included in the "Single Download" option. This feature ensures that a separate .Zip file is generated, capturing all data from your Xero Files temporary folder. Many businesses utilise this space to store critical documents like contracts, fixed asset invoices, or other relevant data which might be imperative for financial reviews or accountants.


Should you choose the Files Add-on, it doesn't just stop at the temporary folder. All uploaded receipts, invoices, and other attachments related to specific transactions are integrated into the primary Accounts .Zip file. It's a feature designed for consistency and efficiency. All exported files are retained in their original format as when they were first uploaded to Xero. Furthermore, these files are diligently referenced within the Excel accounts data, making it incredibly straightforward for users to navigate and locate specific entries.

Why does my Xportmydata backup say it is "pending"?

When your Xportmydata backup displays as "pending," it indicates that your backup is in the queue and being processed for export to Xportmydata's servers.

Here's what you need to know:

  • Excel Data Delivery: We promptly deliver the Excel backup data. However, there might be some variances in completion time, especially during peak periods.
  • File Addon Limitations: If you've chosen the Files addon, we can only extract up to 5,000 files from Xero every 24 hours. This can extend the backup completion time.
  • Large Number of Attachments: An initial backup with many attachments might take a few days to complete.
  • Re-linking to Xero: If you've received an email about re-linking your Xero organisation, follow the instructions and let us know when done.

Your data's security and accurate backup are our top priorities. If there's anything you're unsure about, or if you need more help, we're always available to assist.

Subscription and Pricing

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Is there a minimum subscription period for Xportmydata?

Yes, Xportmydata's monthly plans come with a 12-month minimum term for each organisation. After completing the initial 12 months, the subscription rolls over to a month-by-month basis.

Important Points to Note:
  • Except for Single Download, all subscriptions carry a 12-month minimum commitment, in line with our Terms and Conditions.
  • If you choose to cancel before completing the 12-month term, you'll be responsible for the remaining balance of the term.

If you wish to end your subscription after the 12-month period, we ask for one month's notice. For any queries or if you need further clarity on your Xportmydata subscription, please reach out to our dedicated support team.

Enterprise Backups: Beyond the 10-Client Limit

With an Enterprise subscription, Xportmydata enables you to schedule backups for as many organisations as you require. We pride ourselves on offering flexible and scalable backup solutions tailored to fit your business's unique needs. For more in-depth information on our Enterprise subscription and its benefits, please contact us.


Should you have any questions or require further insights into Xportmydata's backup solutions, our support team is always ready to assist.

What payment methods does Xportmydata accept?

At Xportmydata, we strive to make our payment process as seamless as possible. We currently accept all major credit and debit cards. Our payments are processed through the secure Stripe payment portal, ensuring your card details are always protected.


Additionally, each of our monthly invoices includes a link that allows you to update your payment method whenever you need to. You can also find all your invoices in the 'My Details' section once you're logged into Xportmydata.


If you're having difficulty updating your card details or encounter any payment-related issues, please get in touch with our support team for assistance.

How is my billing information kept secure?

Your billing security is paramount to us at Xportmydata. We've partnered with Stripe, a global leader in payment processing, to ensure your details are safeguarded. Here's how:

  • Immediate Encryption: When you input your billing details, they're instantly encrypted, ensuring the data remains unreadable during transmission.

  • Safe Storage with Stripe: Stripe stores your billing details in a high-security environment compliant with stringent industry guidelines. They are continuously innovating to stay ahead of potential threats.

  • Tokenisation for Added Security: We never store your complete credit card details on our servers. Stripe provides us with a unique token for your card, allowing us to process charges without having direct access to your card details.

  • Highest PCI Standards: Stripe's certification is at PCI Service Provider Level 1 – the peak in the payment industry. It signifies their commitment to upholding the strictest security standards.

  • Regular Check-ups: Stripe continually evaluates its systems for security, ensuring they remain airtight against any potential breaches.

  • Advanced Fraud Prevention: With state-of-the-art machine learning, Stripe can promptly identify and prevent suspicious activities, safeguarding your card from misuse.

Our collaboration with Stripe provides you a secure, smooth, and worry-free billing experience with Xportmydata.

Changing Your Email Address? Here's What You Need to Know

If you're considering updating your email address, it's crucial to understand the impact of this change, particularly regarding your Xero login which our system uses. Here's a breakdown of what you need to know:

  • What Changing Your Email Does: Updating your email in our system mainly affects where you receive communications and notifications from Xportmydata. It ensures that you continue to stay informed about important updates and information related to our services.

  • What It Doesn't Do: It's important to recognize that changing your email address with us does not automatically update your Xero login credentials. Since our system uses your Xero login, any changes made in our system will not affect how you access Xero.

  • Changing Your Xero Login Email: To update the email associated with your Xero account, please contact our support team using the original email address registered with Xero. We will guide you through the process to ensure your Xero login reflects the new email. This update is crucial for maintaining seamless integration with our system.

  • Limitations on Modifying Xero Login Details: Due to the security protocols with Xero logins, modifications to the login details are restricted. We can only assist in updating the email associated with your Xero account by contacting support on this address.

Should you require more information or have any questions, please feel free to contact our support team. We're here to help and ensure your interactions with Xportmydata are both smooth and secure.

How do I upgrade or downgrade my Xportmydata subscription?

Upgrading your Xportmydata subscription is simple and can be done anytime through the software allowing you to add features like payroll or files or even switch to a higher-tier plan. If you ever need to back up another Xero organisation just once you also have the option to purchase a one-time backup.


However when it comes to downgrading it's a bit different. Downgrades are possible only after your initial 12-month subscription period concludes. If you're looking to make this change please get in touch with our support team for assistance. Remember while you're free to upgrade your plan or add features anytime it's crucial to wait out the initial subscription term before considering a downgrade.

How can I cancel my Xportmydata subscription?

We're genuinely sorry to hear you're considering cancelling your subscription. Your feedback is vital to us as we continually strive to improve our services.


Points to consider:

  • Terms and Conditions: Most subscriptions have a 12-month minimum commitment per Xero organisation. If you decide to cancel before this period ends, you'll still be liable for the balance of the 12-month subscription.
  • Cancellation (Full Term): Should you choose to cancel before the term concludes, we will charge your card for the remaining balance of your subscription, covering the rest of the 12-month term.
  • Cancellation (One-Time Backup Fee): For those who have chosen a subscription but really intended it to be a one-time backup, we typically don't offer immediate termination. However, in certain situations, we might make an exception and charge a one-time backup fee of $100 USD per Xero organisation, deducting any previous payments.
  • Continuation: You can continue receiving your weekly backups until the term ends.

Please note: If you do decide to cancel early, you'll be charged the difference. To take the next steps or to ask further questions, please reach out to our support team.

Can I get a refund if I choose to cancel my subscription early?

Our commitment to providing a quality service comes with a 12-month minimum term for most subscriptions. We've noticed some users attempt to sign up and cancel shortly after to circumvent this commitment. Please be aware that even if you choose to pay monthly and decide to cancel early, you'll be responsible for the balance of the 12-month subscription, meaning no refunds will be issued for early termination. This policy is in place to protect the integrity of our services and ensure fairness to all our loyal customers.

Understanding the Xero integration

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Why should I use Xportmydata to back up my Xero data if Xero already does it?

Xero is a top-tier accounting platform packed with features. While Xero emphasises that users are responsible for retaining records of the data they input — and though they maintain robust online services and backups — there's no direct functionality to extract all organisational data in one go. This becomes particularly evident when trying to download attachments, which must be fetched individually from Xero.


For users who desire to take charge of their own data, especially in scenarios where they might be closing, selling their business, or simply wish to have a comprehensive copy of all their data, a solution like Xportmydata is invaluable.


With Xportmydata, users can effortlessly back up and download all of their Xero data. This includes files and, for those in Australia and New Zealand, payroll data. Importantly, we utilise Xero's single sign-on, benefiting from Xero's two-factor security, ensuring your data's safety.


Having diverse backups is paramount for data security. It's not just about retaining copies of vital documents but also about safeguarding financial data. This is a key aspect of sound security practices, aligning with benchmarks such as the Essential Eight.


With Xportmydata, you can have peace of mind knowing your data is securely backed up and readily accessible when you need it.

Backing Up Your Xero Data After Selling Your Business

After selling your business, you might want to retain all the financial data, files, attachments, and payroll details (available for Australia and New Zealand only) from your Xero account. Xportmydata offers a 'Single Download' backup option that allows you to effortlessly capture all this information.


It ensures you have a secure and comprehensive copy of your Xero financial data, regardless of whether you continue using Xero or not.


Should you need any assistance or have questions regarding the backup process, our support team is always on standby to help.

What happens to my backups if I stop using Xero?

If you stop using Xero, your backups will remain available for 12 months provided you maintain an active Xportmydata subscription. While you won't be able to log in using your Xero credentials, we can assist you with accessing your backups. Simply get in touch with us using the original email address you registered with on Xero, and we can update your account details to your new email. This ensures you have seamless access to your backups.


We recommend setting up a new user in Xero that we can transfer the subscription to. Please use the original email to advise us of the change. This process ensures continuity in accessing your data and maintaining the integrity of your backups.


If you have any concerns or queries about your backups, or about how Xportmydata handles your data, do reach out using the original email you registered with. This way, we can verify your identity promptly and assist you more efficiently.

Accessing Xportmydata Backups After Losing Access to Your Xero Organisation

Can I still access Xportmydata when I may not have access to the Xero company file? Certainly! Xportmydata provides a solution for such scenarios. Even if you lose access to your Xero organisation, you can still access your backups on Xportmydata by following these guidelines:


Maintain Access to Your Registered Email: This email, registered with Xero, acts as your primary key to access all backups with Xportmydata. Ensure you maintain access to it.


Download Your Latest Backup: Before losing Xero access, download your latest backup from Xportmydata and save it to a secure location, such as OneDrive, Google Drive, or an external drive. Once downloaded, you have the option to delete the backup from our system for data cleanliness.


Update Your Email in Xero: If there's a chance you might lose access to your current email, remember to add a new email address as a user to your Xero file in advance.


Notify Xportmydata Support: Inform us about any email changes. Email from your original signup/Xero address, detailing the new email, so we can ensure you continue to access Xportmydata seamlessly.


Even if your connection with Xero changes, with these precautions, you won't lose touch with your valuable data on Xportmydata. If there are any clarifications or more detailed guidance needed, feel free to reach out to our support.

Security and Compliance

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How does Xportmydata ensure data security and compliance?

Xportmydata partners with Microsoft Azure for data storage, utilising their data centres in Southeast Australia, the USA, and the UK. These locations are chosen for their strict adherence to international data protection regulations.


Your data is securely housed on encrypted hard drives with daily backups conducted, adding an extra layer of security. You can choose your data storage location to comply with regional data sovereignty laws, enhancing compliance.


For personalised data control, you can download your data to your device, and if preferred, remove it from our servers. This ensures both data security and compliance, tailored to your location preferences.

What is GDPR and how does Xportmydata help with compliance?

GDPR, General Data Protection Regulation, is an EU mandate on personal data handling, impacting globally any business engaging with EU clients.


Xportmydata aids in GDPR compliance via enhanced data encryption, strict access controls, and regular audits. Initially, backups are created in Southeast Australia; post-completion, they're transferred to your chosen storage location - UK for EU clients, adhering to GDPR. Coupled with the use of Xero's single sign-on for secure access, we uphold GDPR's data protection principles, ensuring both data safety and regulatory compliance wherever you operate.


If your storage location needs changing, feel free to contact our support team at support@xportmydata.com, and we'll assist you in making the transition smoothly. The storage location is selected upon signup to Xportmydata.

What is the Essentials 8 and how does Xportmydata align with it?

Essentials 8 is a suite of cybersecurity strategies devised by the Australian Cyber Security Centre to bolster cybersecurity. It encompasses application control, patching applications, configuring Microsoft Office macro settings, user application hardening, restricting administrative privileges, patching operating systems, multi-factor authentication, and daily backups.


At Xportmydata, we adhere to these strategies and further bolster security by utilising Xero's single sign-on (SSO) for client access, ensuring a secure and streamlined login process. Our alignment with Essentials 8, coupled with the integration of Xero's SSO, underpins a robust security framework that safeguards your data from cyber threats, irrespective of your location.

What are the data retention requirements from revenue agencies?

Revenue agencies in different parts of the world, such as New Zealand's Inland Revenue Department (IRD), Australia's Australian Taxation Office (ATO), the UK's His Majesty's Revenue and Customs (HMRC), or the USA's Internal Revenue Service (IRS), generally require businesses to retain their financial records for a specified period, often seven years.


With Xportmydata, the hassle of local storage solutions or manual backups is eliminated. Our services automatically back up your financial data, aiding you in effortlessly complying with your local tax laws no matter where your business is located. Additionally, storing backups on cloud platforms as guided in our support details ensures your data is retrievable and readable at all times, aligning with the guidelines from revenue agencies.

Who owns the data in my Xero organisation?

The Subscriber who signed up for Xero is the official owner of the data, not necessarily the business owner.


In the digital domain, understanding ownership can sometimes have its complexities. In Xero's context, the "Subscriber" refers to the individual or entity that registered with Xero and agreed to their terms of service. Holding the Subscriber status grants primary authority and responsibility over the data within the Xero organisation, irrespective of who is paying for the service. This key role dictates who can access the data and to what extent, making the Subscriber the principal figure in managing and safeguarding the organisation's data on the Xero platform.


It's crucial to review your account settings in Xero to determine the Subscriber status within your organisation, as this status is central to data management, security, and compliance. This becomes particularly significant if employees are using personal email addresses for business operations on Xero. For instance, if an employee with a personal email address is designated as the Subscriber and then leaves the company, regaining control over your Xero organisation and its data can become a cumbersome and potentially risky process. It's advisable to use a business-controlled email address for the Subscriber role to avoid such complications and ensure seamless control and management of your data.

How often should I review users in my Xero?

The Subscriber should review user access in Xero regularly, as maintaining a secure financial environment is a continual effort, particularly when multiple individuals like accountants or bookkeepers have access.


We advise conducting a comprehensive review of your account's user permissions every six months. This habitual check ensures that only authorised individuals have access, aiding in upholding a robust security posture.


It's also a good practice to consult with your accountant or bookkeeper before making changes to user access. Instead of deleting user logins outright, which may cause issues, ask them to review and manage user access as they are often more familiar with who requires access for various tasks. Note that depending on the tasks at hand, backup personnel, accountants, and bookkeepers may have multiple individuals within their organisations requiring login access.


Additionally, it's prudent to set reminders for reviewing user permissions. Setting a six-month interval for these reminders can assist in managing your Xero security.

Data Flow from Xero

Understand the movement of files between Xportmydata and Xero

Tutorials

Learn more by choosing your question

Video Tutorials - Setup

An Introduction

If you're new to using Xportmydata, this video tutorial will guide you through the process of setting up your backups. In less than a minute, you'll learn how to connect your Xero organisation, select the data to back up, and schedule automatic backups for peace of mind. Watch the video below to get started.

How to Import Files Back into Xero: Chart of Accounts

Here's a comprehensive guide on how to import your data back into Xero using the files generated by Xportmydata. To ensure a smooth process, it's crucial to follow these steps in the order presented. This process should be attempted by someone well versed or with good knowledge on importing into Xero; it's advisable to check with your Bookkeeper or Accountant first.


Review and Import the Chart of Accounts:

Before proceeding with the data import, you will need to ensure that your new Xero file has the same Chart of Accounts as the Xero file you have backed up with Xportmydata.

    Steps:
  • Review GST/VAT Tax Types: Ensure the GST tax types in your new Xero file align with those in your Chart of Accounts CSV file, including historic archived GST/VAT types for any historical data imports. Also found in your backup excel file TaxRate sheet.
  • Check Tracking Categories: Verify that the Tracking Categories in your new Xero file are set up the same way as they appear in the backup file. Also found in your excel backup file TrackingCategories sheet.
  • Go to Settings > General Settings > Chart of Accounts.
  • Click on the Import button.
  • Choose your CSV file for the Chart of Accounts and click Open.
  • Follow the on-screen instructions to map the fields and complete the import.

Note: Complete this step first, as all other import files, including the contact data, will refer to these Chart of Account codes.


How to Import Files Back into Xero: Import Contacts

Import Contacts:

After importing your Chart of Accounts, you can move on to importing your contacts.

    Steps:
  • Review Multiple CSV Files: If there are multiple CSV files for contacts, make sure you have all of them ready.
  • Check for Duplicates: The import area will prompt you if any duplicates are found.
  • Go to Contacts > All Contacts.
  • Click on the Import button at the top right corner.
  • Choose your CSV file for contacts and click Open.
  • Follow the prompts to map the fields and finish the import.

Note: The import can take some time. If you have a large number of contacts, consider breaking the CSV files into smaller batches (max 1,000 contacts per file - 500 works better).


How to Import Files Back into Xero: Inventory/Items (Products)

Import Inventory/Items (Products):

In Xero, "Items" are predefined entries for the products or services you sell, containing basic details like description, price, and tax rate. They simplify the process of creating invoices and managing inventory by allowing you to use these entries repeatedly​.

    Steps:
  • Navigate to Business > Products and services.
  • Click Import.
  • Select your CSV file for inventory and click Open.
  • Follow the on-screen prompts to complete the import.

How to Import Files Back into Xero: Bank Transactions

Bank Transactions (Spend & Receive Money):

Before you start, it’s important to note that this guide is specifically for importing your Spend and Receive Money transactions. If you have payments related to bills or customer invoices, these should be imported using the respective Bills and Invoices import functions with the corresponding import files.

  1. Log in to Xero: Navigate to your Xero dashboard and log in to your account.
  2. Access the Import Area:
    • Go to the "Accounting" menu, then select "Bank accounts".
    • Click on the name of the bank account you want to import transactions into.
    • Click "Manage Account" and then select "Import a Statement."
  3. Import Your CSV File:
    • Click "Browse" to locate and select your CSV file.
    • Click "Import" to upload your CSV file to Xero.
  4. Map Your Fields:
    • Xero will prompt you to map the fields in your CSV file to the corresponding fields in Xero.
    • Ensure that the columns in your CSV file match the fields in Xero correctly.
  5. Review and Complete the Import:
    • Review the transactions to ensure they have been imported correctly.
    • Click "Save" to complete the import process.
  6. Verify Categorisation: As your transactions have been pre-coded with account information, they should automatically be categorised upon import. However, it’s essential to verify that each transaction has been assigned to the correct account in Xero, especially if there have been changes to your chart of accounts since the backup was made. Review the imported transactions to ensure accuracy and make any necessary adjustments manually.
How to Import Files Back into Xero: Import Invoices & Bills

Import Invoices (Sales & Bills) with Payments:

The Conversion Toolbox provided by Xero on https://conversiontoolbox.xero.com/ is a versatile tool designed to facilitate the import of invoices with payments from the backup files generated by Xportmydata into a new Xero file, ensuring a seamless data migration. Utilising this toolbox can significantly streamline the process of getting your sales invoices, payments, and other crucial financial data into Xero. Below is a guide on how to leverage the Conversion Toolbox to import sales invoices and payments:

  1. Populate Payment Fields: Ensure the Paid Amount column has data. For multiple payments against a single invoice, combine them into a single payment value. Populate the Paid Account Code (we suggest using a separate bank account code for the import), Paid Date, Payment Exchange Rate, and Payment Reference as needed.
  2. Import Invoices and Payments:
    • Open the Conversion Toolbox, then click "Ready to connect to Xero."
    • Click "Allow access," then select the client organisation.
    • Click "Import Invoices, Bills, and Payments."
    • Click "Select CSV File to Upload," select the import file, then click "Start Conversion."
    • Select if the import is for bills or invoices, then click "Next Step."
    • In the Field column, select the field that maps to each column in the import file, then click "Next Step."
    • In the Xero Tax Type column, select the tax types that match the imported tax types, then click "Next Step."
    • Preview the transactions to import. Once you’re happy, click "Next Step" to import your invoices or bills.
    • View the results of your import, and if you’re happy click "Finish." If you need to make changes, import your invoices or bills CSV file again.
  3. Importing Payments Separately (if needed):
    • Prepare Payment Data: Ensure that the invoices you want to pay in bulk are all approved in Xero. Prepare a CSV file with at least the following fields: Paid Date, Invoice Number, Amount Paid, and Account Code (we suggest using a separate bank account code for the import).
    • Import Payments: Map the necessary fields, then import your payments.

Note: While Xportmydata does not offer a direct restore process, we have provided CSV import files which can be utilised to assist you in restoring your data into a new Xero file. Our aim is to streamline the data migration process and ensure a seamless transition. Should you encounter any issues during the import process, it's advisable to consult with your bookkeeper or accountant to ensure the data is being imported correctly. If the problem persists, consider reaching out to Xero's Support Team for further assistance. Additionally, the Xero Central provides a wealth of resources and guides that may address any concerns you have during the import process. Remember, accurate data import is crucial for maintaining reliable financial records, so do not hesitate to seek professional advice if needed.