How to Extract Emails from Xero Contacts
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Export and import options vary by plan, permissions and product version. Check the platform’s current help documentation if a menu or format differs. Use only contact data you are authorized to process; an extracted address is not proof of marketing consent.
Why Extract from Xero?
Xero is a cloud-based accounting platform for small businesses. It provides invoicing, bank reconciliation, expense claims, payroll, inventory, project tracking, fixed asset management, reporting and multi-currency support. Xero stores contact data for every customer, supplier and contractor in the system.
Extracting email addresses from Xero data is useful for importing into a marketing platform, consolidating business contacts, reaching customers with announcements, reconciling customer data across tools or creating a backup.
How to Export from Xero
Exporting contacts
- Log in to Xero.
- Go to Contacts then All Contacts (or filter by Customers, Suppliers, etc.).
- Click Export to download as CSV.
- The CSV includes email, name, company, phone, address, outstanding balance, overdue amount and other fields.
Exporting from reports
- Go to Accounting then Reports.
- Run a Contact List or Aged Receivables report.
- Export the report as CSV or Excel.
Filtering before export
- In the Contacts list, filter by contact type (Customer, Supplier), group, outstanding balance or other criteria.
- Export the filtered list.
How to Extract the Email Addresses
- Go to bulkemailextractor.com.
- Select "Text and files."
- Upload the CSV file exported from Xero. Up to 25 MB per file, 100 MB per batch.
- Click "Extract emails."
- Review the results. Duplicates are removed automatically.
- Download as TXT for a plain list, CSV for a single-column spreadsheet, or CSV with sources.
Working with the Results
Import into a marketing platform
Xero is an accounting tool, not a marketing platform. Import the extracted list into Mailchimp, ActiveCampaign or another email platform for customer newsletters, promotions and announcements.
Consolidate with CRM data
Compare Xero customers with your CRM contacts. Xero often has customers who bypassed the CRM (direct invoicing, referrals, repeat business).
Customer communication
Use the extracted list for announcements that need to reach all customers (pricing changes, service updates, holiday schedules).
Verify addresses
Xero contact emails may include old or inactive addresses. Verification before marketing outreach is recommended. See Best email verification services.
Things to Know
Contact data is not preserved
Email Extractor outputs email addresses only. Names, companies, phone numbers, addresses, balances and other fields from the Xero export are not carried over.
Customers vs suppliers
Xero stores both customers (people you sell to) and suppliers (people you buy from). Export the appropriate type for your purpose, or export all and separate later.
Multiple contact persons
A Xero contact (company) can have multiple contact persons, each with their own email. The export may include all contact person emails.
Missing email addresses
Not all Xero contacts have email addresses. Contacts added for manual invoicing or phone-based business may lack an email.
Xero ecosystem
Xero has an extensive app marketplace with integrations for CRM, email marketing, inventory, ecommerce and other tools. Some may already sync contact data.
Privacy
Customer data in Xero was collected for accounting and invoicing. Marketing use requires consent depending on your jurisdiction.
