Using Summary Invoices with Xero via CSV import

This article explains how to take the Summary Invoice CSV files generated by TruTrip and upload them into Xero using Xero’s CSV invoice import.

This workflow is commonly used by finance teams who want one consolidated invoice per billing period rather than many individual booking invoices.

Before you continue, please make sure to read How do summary invoices work? and Understanding the summary invoice files

You can choose between a simple summary level invoice or a detailed line item invoice depending on your accounting preference.

When a Summary Invoice is generated, you receive:

• A Summary Invoice PDF 
• One or more CSV files 
• Links to all underlying booking level invoices

If you have multiple invoice profiles or payment methods, you will receive multiple Summary Invoices.

Step 1: Set up your Summary Invoice schedule 

1. Go to Company Settings > Summary Invoices. 
2. Create a Summary Invoice schedule. 
3. Configure: Invoicing period, Invoice profile, Payment method, Finance recipients 

Once enabled, you will automatically receive emails with the Summary Invoice PDF and CSV files at the end of each period.

Step 2: Understand the available CSV files

TruTrip provides CSVs designed for different accounting needs.

We typically recommend using Summary Invoice per category

• One row per booking category (fare, tax, service fee) 
• Ideal for detailed accounting and line item imports 
• Recommended if you want cost visibility by category

Step 3: Choose your Xero import method

There are two supported ways to import TruTrip Summary Invoices into Xero.

Option A: Summary level invoice (fastest)

Use this if you want:

• One Xero invoice per Summary Invoice 
• A single total amount 
• Minimal setup and fastest reconciliation

This uses Xero’s summary invoice import template, which requires the following mandatory columns:

• ContactName
• EmailAddress
• POAddressLine1
• POAddressLine2
• POAddressLine3
• POAddressLine4
• POCity
• PORegion
• POPostalCode
• POCountry
• InvoiceNumber
• Reference
• InvoiceDate
• DueDate
• Total

All account codes, taxes, and breakdown remain in TruTrip.

Option B: Line item invoice (detailed)

Use this if you want:

• Full breakdown by fare, tax, and fees 
• Multiple line items per invoice 
• Mapping to specific account codes and tax rates

Key rules:

• All rows with the same InvoiceNumber become one Xero invoice 
• AccountCode and TaxType must already exist in Xero 
• Do not change column names or order

Step 4: Import into Xero

1. In Xero, go to Business > Invoices > Import 
2. Select the correct import type (Invoices or Bills) 
3. Upload your CSV 
4. Review and confirm

Most finance teams import Summary Invoices as drafts for review.

Example  files

• Summary Invoice (TruTrip)
• Xero template filled in (Summary Level) - Option A
• Xero template filled in (Line item) - Option B

Use this to understand the raw export from TruTrip.