Purpose

Bring your account list into Magnifi from Xero or a CSV file, then complete mappings — types, categories, and divisions — so projections and reports stay accurate.

When to Use

• You're setting up a new organisation or refreshing the Chart of Accounts.
• You've added accounts in Xero and want them reflected in Magnifi. (When you import Profit & Loss or Balance Sheet data, Magnifi will also prompt you if any new accounts are detected.)
• You don't use Xero and prefer to import via CSV.

How To

Import from Xero (standard import)

1. Go to Chart of Accounts > Import Accounts and click the Xero icon.
   • Steps 2–3 appear only the first time. After that, a permanent, read-only connection is established.
2. Sign in with your Xero credentials and authorise the read-only connection.
3. Choose the Xero organisation to import from.
4. Review the import preview (new or changed accounts are highlighted).
5. Click Save to complete the import. After saving, Magnifi automatically matches your accounts to Magnifi categories and displays results by confidence:
   • 🟢 Green — matched with high confidence. No action needed.
   • 🟠 Orange — matched with medium confidence. Requires your review.
   Orange accounts won't hold up your progress — Magnifi will use the assigned categories unless you change them. To return to them later, change the Accounts dropdown filter from Active to Review Mapping. Once reviewed and saved, they'll no longer appear in that view.
6. In the account list, update as needed:
   • Account Type (Income, Expense, Asset, Liability, Equity)
   • Account Category (controls P&L/Balance Sheet presentation)
   • Division (optional, for multi-layer reporting)
   • BS Link — assign the P&L → Balance Sheet account for balance sheet and cashflow projections

Note: Magnifi stores the Xero account ID with your mappings. Future name changes in Xero or Magnifi won't break the match.

Divisional import (optional): To assign all imported accounts to a specific Division, select that Division first in Chart of Accounts, then run the Xero import. All imported accounts will default to that Division.

Read more: Xero Integration – Connect and Automate (nightly imports)

Import from Xero (by tracking categories)

If you report by tracking category, first create Divisions that mirror your tracking categories (see Organisation Structure – Overview). Then, import Xero accounts into each Division (repeat the standard import steps per Division).

• When reporting at the divisional level, you will see multiple versions of the same account — Magnifi distinguishes them by appending the Division name in brackets.
• To ensure divisional totals reconcile, every relevant transaction in Xero must have a tracking category.

Import from CSV

1. Go to Chart of Accounts and click CSV Import to view the required format.
2. Prepare a CSV with 3 columns (header row optional):
   • Account Name
   • Account Type (Income, Expense, Asset, Liability, Equity)
   • GST (Yes or No)
3. Quote account names that contain commas.
   • Example: "Postage, Printing & Stationery",Expense,No
4. Upload the file, review the import preview, then click Save.
5. In the account list, update as needed: Account Type, Account Category, Division, and BS Link.

Divisional import (optional): To assign all CSV accounts to a specific Division, select that Division first, then run the CSV import.

Tips / FAQs

Will new accounts match next time I import? Yes. Magnifi matches by name on subsequent imports. Keep names consistent to avoid duplicates. If duplicates already exist, use Merge Accounts to combine.

Can I change account names in Magnifi? Yes. If an account was originally imported from Xero, Magnifi keeps the Xero account ID and will continue to match it even if you rename it in Magnifi or in Xero. Only when you create a brand-new account in Magnifi should you ensure its name matches future imports (or link it during import review).

What do the green and orange accounts mean? After import, Magnifi automatically maps accounts to Magnifi categories. Green accounts were matched with high confidence. Orange accounts were matched with medium confidence and require your review. Magnifi will still function normally in the meantime — it uses the assigned categories unless you change them. To return to orange accounts later, change the Accounts dropdown filter from Active to Review Mapping. Once reviewed and saved, they'll no longer appear in that view.

What happens to new accounts if I've set up automatic nightly imports? New accounts will appear as unmapped in the chart of accounts. A warning message will display on the Profit & Loss and Balance Sheet pages advising that there are unmapped accounts.

Why link P&L accounts to Balance Sheet accounts? The P&L → BS link powers cashflow projections (e.g., receivables/payables timing). Use Auto-Map for suggestions, then review and adjust.

Can I import different Divisions separately? Yes. Select a Division, run the import, then repeat for another Division if you want different account assignments.