How to find and export your Xero data.

Xero does not show a total data size or record count in one place. Run the Account Transactions report across all dates, count the rows and report that number as records. The administrator user role can run and export all reports.

At a glance

Report in: records
Category: Accounting and ERP
Checked: September 2026

Check your data

Where Xero shows how much you have.

Sign in with the administrator user role. The subscriber starts with the standard + reports role and can switch to administrator.
Open the reports screen and find the Account Transactions report.
Set the date range to start at the organization's first transaction and end today. If you use multicurrency, select all columns, including the FX columns.
Export the report and count the data rows. That count is your transaction total.
To check invoice and bill volume on their own, run the Receivable Invoice Detail and Payable Invoice Detail reports over the same dates.

Plan and role. Any Xero plan. Your user role decides what you can export; the administrator role can run and export all reports, and standard users need the reports permission.

What to report on the Polyshares intake.

Report Xero in records. The intake also asks how many years the company has used it and how many seats it has.

Report the Account Transactions row count as records. That report lists every transaction posted to the ledger, so it is the closest Xero has to a total.

For years in use, take the date of the oldest transaction in the report. If the business moved to Xero from other software, earlier years may exist only as conversion balances, so count from the first real transaction.

For seats, count everyone with a login to the organization, including outside accountants and bookkeepers. The subscriber counts as one of those users.

Export the full history.

Sign in with the administrator user role.
Export the general ledger first. Xero offers it as CSV/XLS, MYE or TXT.
Export the chart of accounts, contacts, invoices and bills, fixed assets and inventory items, each from its own area of Xero.
From the reports screen, export the Account Transactions, Receivable Invoice Detail and Payable Invoice Detail reports across all dates.
Also export the Balance Sheet and Income Statement for each year, the Trial Balance with past periods, and the Bank Reconciliation report.

Xero does not offer one full export. Xero's own guidance is to export data from individual areas of Xero and reports from the reports screen, one at a time.

Formats depend on the item. The general ledger exports as CSV/XLS, MYE or TXT. Reports export as CSV/XLS, Google Sheets or PDF. Contacts, the chart of accounts, fixed assets, and invoices and bills export as CSV/XLS. Inventory items export as CSV/XLS or PDF.

Your user role limits what you can export, and only the administrator role can run and export every report. Xero backs up organization data on its side but says keeping your own records is your responsibility.

Xero's export overview does not cover files attached to invoices, bills or contacts. Ask Xero support how to retrieve attachments if you need them.

The intake only needs the size, so you do not have to run an export to fill it in. You also do not need to clean or scrub an export. Polyshares handles anonymization before anything moves.

Why Xero data has value for AI training.

Xero ledgers show how bank transactions were matched to invoices, bills and account codes. Reconciliation decisions made by real bookkeepers over years are hard to find anywhere else.

Receivable and payable detail shows invoices, credit notes, overpayments and prepayments together, so the full payment story of each customer and supplier is visible, including late and partial payments.

What stays private.

Bank feed connections and payroll data can stay in Xero; the ledger and invoice exports carry the useful history.

We anonymize identifying details before anything moves. Polyshares does that work, so your team does not have to scrub records first.

Your company keeps ownership of its data. The license is bounded to defined material and a defined use.

Polyshares is the buyer and pays your company directly. There is no fee or commission, and Polyshares reviews the record before it makes any offer.

Common questions about Xero data.

Can I export everything from Xero in one file?

No. Xero asks you to export each area, such as the general ledger, contacts and invoices, and each report separately.

Which Xero role do I need to export reports?

The administrator user role can run and export all reports. A standard user needs the reports permission, and some reports may still be out of reach.

Does the Xero subscriber have the administrator role by default?

No. The subscriber is the person who set up the organization or had the role transferred to them. By default the subscriber has the standard + reports role and can change it to administrator for full access.

Which report lists every transaction?

The Account Transactions report. If the organization uses multicurrency, select all columns, including the FX columns, before you export.

Source: About exporting data out of Xero, About the Xero subscriber, The standard user role explained. Checked September 2026.

Put your numbers on the intake.

List your systems, their sizes and your headcount in one intake. Polyshares reviews the record and prices it. There is no fee or commission to your company.