Xero export
WastePro doesn’t send your invoices itself — it prepares the billable work as a file that you import into Xero. The Xero Data Export screen is where you choose which work to bill, check it, and download that file.
This is a back-office screen, generally available only to managers and admins. It’s read-only — it builds a file for you to import into Xero; it doesn’t create invoices in Xero directly.
Choosing what to export
A toolbar across the top decides which jobs are included. Set your filters, then press Refresh Data to load them — nothing changes until you do.
| Control | What it does |
|---|---|
| From / To | The date range of work to bill. Defaults to roughly the last month. |
| Monthly Invoicing | Switches between weekly and monthly invoice cycles, which changes how lines are grouped. |
| IHT / 3PT | Limit to your own in-house work, subcontracted work, or both. |
| Billing Group | Narrow to a single billing group where your account uses them. |
Reading the summary
Above the grid, a row of cards totals what’s currently shown:
- Total Rows — how many invoice lines are in the export.
- Rows without pricing — lines with no price (or a zero price). These are the ones to chase before you bill, so nothing goes out at $0.
- Sum of M3, Sum of Quantity, Sum of Revenue — the volume, quantity and dollar totals for a quick sanity check.
The export is capped at 10,000 rows. If you hit the cap, narrow the date range and export in smaller pieces so nothing is silently left out.
The preview grid
The grid shows exactly the columns that end up in the file, so what you review on screen is what Xero receives. It behaves like a spreadsheet — you can sort, filter, resize and pin columns. The main columns are the ones Xero needs to build an invoice:
| Column | Meaning |
|---|---|
| Contact Name | The customer the invoice is billed to. |
| Invoice Number / Reference | How the invoice is identified. |
| Invoice Date / Due Date | Issued and due dates (formatted the way Xero expects). |
| Quantity / Unit Amount | How many, and the price each (ex-GST). |
| Account Code / Tax Type | The accounting code and GST treatment. |
| Description | The line description that appears on the invoice. |
Show diagnostic data
A Show diagnostic data toggle reveals a second band of columns — site, customer, waste stream, volume, cost, subcontractor and various IDs. These are there so you can check the numbers before you export (for example, comparing revenue against cost). They are not sent to Xero — they’re for your eyes only.
Excluding job types from billing
Some job types are captured for your own reporting but shouldn’t be charged to the customer. The Exclude from billing row lets you toggle those out of the export. Excluded lines are held back from the file (you’ll see how many rows and dollars are being held back), and you can Save as default so the same types are excluded automatically next time.
Downloading
Two download buttons sit above the grid:
- Export for Xero — the file in Xero’s own invoice-import format. It imports straight into Xero (Business → Invoices → Import) with no copying into a template.
- Diagnostics CSV — the full dump, including the diagnostic columns, for your own records and checking.
Next: the Connections screen is where your Xero link and other integrations are set up and checked.