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.
Learn more by choosing your question
Getting started with Xportmydata: A Detailed
How do I create an Xportmydata account?
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
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 set up 2-factor authentication for
my 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
- 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 link another Xero organisation to
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
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!
What type of backup does 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
Can I try Xportmydata before I commit to a
At Xportmydata, we offer various comprehensive backup solutions tailored to suit the diverse needs of
- 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.
- 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.
How long does the initial backup take with
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 â€” 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.
Why can I only see a limited amount of data
in my Xportmydata backup?
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.
What are the system requirements for
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 firstname.lastname@example.org, 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.
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
Learn more by choosing your question
Where are Xportmydata backups stored?
How can I download an offline copy of my
Xero data using Xportmydata?
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
- 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 email@example.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 to Store Your Xportmydata Backup on
Cloud Storage Platforms
- Navigate to the Xportmydata dashboard:
- Click the blue "Your Backups" button: This will lead you to the list of available backups.
- Find the relevant backup: Then, click the "Download" button beside it to begin the downloading
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
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 can I import my data back into Xero?
Storing your Xportmydata backup on cloud platforms like OneDrive, Dropbox, Google Drive, or Box is
straightforward. Here are the steps to guide you:
- Download your backup: Click the "Download" button. If the file is large, the
download might take a moment to initiate after clicking.
- Spot the Delete option: After downloading, you'll see a "Delete" option next to
the download button.
- Transfer to your cloud: Move your downloaded backup to your preferred
- 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.
Why Your Bank Transaction Total in
Xportmydata's Backup May Differ from 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.
- Bills: Accounts payable details (imported
as inclusive of GST/VAT)
- Chart of Accounts: Your accounting
- Contacts: Customer and vendor
- Inventory Items: Product and stock data.
- Manual Journals: Adjusting entries for
- 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.
Is it possible to adjust the frequency of
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
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 refundsâ€”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.
What is included in the "files" backup with
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.
Why does my Xportmydata backup say it is
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.
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
Learn more by choosing your question
Is there a minimum subscription period for
Enterprise Backups: Beyond the 10-Client
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.
What payment methods does Xportmydata
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.
How is my billing information kept
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.
Changing Your Email Address? Here's What You Need to Know
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
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 â€“ 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
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
How do I upgrade or downgrade my Xportmydata
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 can I cancel my Xportmydata
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.
Can I get a refund if I choose to cancel my
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
- 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.
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
Learn more by choosing your question
Why should I use Xportmydata to back up my
Xero data if Xero already does it?
Backing Up Your Xero Data After Selling Your
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 â€” and though they maintain robust online
services and backups â€” 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.
What happens to my backups if I stop using
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
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.
Accessing Xportmydata Backups After Losing
Access to Your Xero Organisation
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.
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
Learn more by choosing your question
Does my Accountant keep a backup of my Xero data?
Does Xero Already Backup my Data?
Understanding the Scope of Financial Compliance Engagements:
For business owners relying on accounting professionals to back up their financial data from Xero, understanding the scope and limitations of financial compilation engagements, as outlined by the New Zealand Institute of Chartered Accountants, is essential. These engagements involve compiling your financial information based on the data you provide. However, it's important to note that they do not include conducting audits or reviews (unless specifically completed), meaning the accountants do not assume responsibility for the accuracy, reliability, or completeness of this financial information.
Limitations of Accountants' Backups:
While accountants may take snapshots of ledger transactions, this does not typically include the detailed extraction of invoice information, descriptions, detailed payments, credit details, or copies of all your invoices uploaded to Xero. These elements are crucial for maintaining a complete and accurate financial record. However, it's important to understand that the primary role of accountants in these engagements is focused on preparing financial reports, not on backing up your data in its entirety. As such, they may not extract and selectively save this detailed information that is vital for a comprehensive financial overview.
The Role of Xportmydata in Data Protection:
Given these limitations, having a robust data protection strategy is crucial. Utilising a solution like Xportmydata ensures the safety and recoverability of your business's financial data. Xportmydata complements your accountant's work by capturing these finer details, maintaining the integrity and availability of your financial records. This comprehensive approach safeguards your financial health and operational continuity, providing an additional layer of data protection and peace of mind.
How does Xportmydata ensure data security
Understanding the Risks of Data Loss:
In addition to accidental deletions, there's a risk of malicious actions by staff or others with access to the Xero file. They could easily and permanently remove attachments and historical records going back many years. Such events could disrupt a business's operations and lead to significant data loss.
The Role of Xportmydata in Enhancing Data Security:
Xportmydata addresses these risks by offering a dedicated backup solution for Xero's financial data. Our service ensures businesses can safeguard against the risks outlined in Xero's terms, providing a safety net that maintains the integrity and accessibility of their financial records. With regular, automated backups by Xportmydata, users have a current and restorable copy of their financial information at all times. This reinforces resilience against a range of data loss scenarios, from accidental deletions to malicious actions, ensuring that your financial data is always secure and accessible.
What is GDPR and how does Xportmydata help
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
What is the Essentials 8 and how does
Xportmydata align with it?
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
firstname.lastname@example.org, and we'll assist you in making the transition smoothly. The storage
location is selected upon signup to Xportmydata.
What are the data retention requirements
from revenue agencies?
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.
Who owns the data in my Xero
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.
How often should I review users in my
The Subscriber who signed up for Xero is the official owner of the data, not necessarily the business
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
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
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.
Learn more by choosing your question
Video Tutorials - Setup
How to Import Files Back into Xero: Chart of
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
How to Import Files Back into Xero: Import
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
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.
- 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
- 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:
After importing your Chart of Accounts, you can move on to importing your contacts.
- 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
How to Import Files Back into Xero: Bank Transactions
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 repeatedlyâ€‹.
- 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: Import Invoices & Bills
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.
- Log in to Xero: Navigate to your Xero dashboard and log in to your account.
- 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."
- Import Your CSV File:
- Click "Browse" to locate and select your CSV file.
- Click "Import" to upload your CSV file to Xero.
- 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.
- Review and Complete the Import:
- Review the transactions to ensure they have been imported correctly.
- Click "Save" to complete the import process.
- 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.
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:
- 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.
- 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.
- 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.