How does it work?

Step by step workflow on how EntryRocket simplifies the process of importing your files into Xero. Learn how easy it is to actually import files with EntryRocket. In case you have any additional questions, please don’t hesitate to contact us.

The problem

Let's say you have file(s) from some kind of legacy system or a system that doesn’t connect to Xero, and you want to use all the advantages Xero platform has to offer. As you probably already know, you can import your files into Xero as long as you upload them exactly in a format that Xero requires. There is a big chance that your file is in a different format which Xero doesn’t support. This means you have to manipulate your files each time you want to import them, which takes a lot of your time, especially if you have large files or a lot of files you want to import.

If, by any chance, you have a file in a format that Xero doesn’t support, like XML, TXT, custom formatted CSV or Excel file , changes you have to make are much much bigger and even more time consuming. Xero can import only CSV files with columns named and ordered in a specific way, which makes it necessary for you to reorganize data in your custom CSV. Chances are that you have to manually copy & paste data from your file into the predefined template provided by Xero.

All of this is very time consuming, boring and, most importantly, extremely prone to errors. If you introduce a small error here, it may be weeks or months before anyone notices something is off, and at that point it is almost impossible to track down the original source of error and the amount of time spent on such detective work is just staggering

How can EntryRocket help me?

Our fully customized system will solve any problem you may have with importing any file(s) in Xero. In 5 simple steps, we will speed up your workflow and import documents in any way you want.

1

Initial setup process

During our initial free consultation, we strive to fully understand how you need your files imported into Xero and then we proceed with our setup process where we’ll create a small custom program (which we call a parser) exclusively for your files. This program is fully tailored to your file format and it won't be used by anybody else, but you. It means that we have the freedom to create a program which will completely meet all of your requirements.

This custom program will read your file and transform its format, adjust and/or aggregate data in it based on your requirements*, however you wish, and save the resulting data in your Xero file (as invoices, bills, purchase orders, bank transactions, manual journals, payments... etc.) on your behalf.

Before we start, we’ll ask you for samples of files which you need to import into Xero, based on which we’ll create our custom program.

2

Sending file(s)

After the setting up is finished, all you (as a client) have to do is to send email with file(s) as attachments to your dedicated @entryrocket.com email address we assign to you during our setup process. You can send one or more files per email.

3

File processing

Once we receive an email with file(s) from you, EntryRocket will automatically process them using custom program (your parser). In this step we will apply all the custom rules you requested during the setup process.

4

Saving documents in Xero

Once file is processed and the data formatted for Xero, we are saving documents into Xero on your behalf. We save the documents one by one and closely monitor all the responses we receive from Xero, to ensure all your data is saved into Xero.

5

Import report

When the file is processed and saved into Xero, our system will email a report to the sender and the account owner. An email report is sent for each file processed. In case there were some problems with importing your files into Xero, we’ll show them at the beginning of the email report, with all the details we have about the actual problem.


* We can implement any kind of custom rules your business may require: map columns exactly as you want, merge or split column values, split one row into multiple rows, merge multiple rows into one, apply any kind of custom calculations (like adding/deducting fees, extracting commissions into separate line items)... etc.

All the things you now have to do manually, we can fully automate for you and save you a lot of time, plus it’s all with 100% accuracy. That in turn saves you even more time, as there won’t be any data errors in Xero to track down later on.

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