Import Shopify Refunds to Xero — Credit Note Format

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Import Complete

Xero Credit Note CSV Format
imported

Import Shopify refunds to Xero as credit notes.

No API required
Browser-based processing
Run on Google Cloud Platform

Download Sample Refunds Export

Sample CSV to test the converter

Download Sample

Tool Rating

4.5 / 5 (176 votes)

How It Works

1

Export

Export orders from Shopify Admin → Orders → Export (include refunded orders)

2

Upload

Upload orders CSV - we'll auto-filter to refunds

3

Preview

Review converted credit notes

4

Import

Import to Xero via Business → Credit Notes → Import

Your Data is Safe

Bank-Level Security

256-bit SSL encryption. Same standards as major financial institutions.

No Data Storage

Files are processed directly in browser. No calls to our servers.

GDPR Compliant

Full EU data protection compliance. Your privacy rights protected.

ISO/IEC 27001 Certified GDPR Compliant Swiss Privacy CCPA Compliant

Field Mapping

How Shopify Refunds fields map to Xero Credit Note

Shopify Refunds Source Value Xero Credit Note Target Value Note
Name #1001 → Reference #1001 Original order number for linking
Created at 2025-01-20T10:30:00-05:00 → CreditNoteDate 01/20/2025 Refund/order date
Billing Name John Smith → ContactName John Smith Customer name (must match Xero contact)
Email john.smith@example.com → EmailAddress john.smith@example.com Customer email
Refunded Amount 149.99 → UnitAmount 149.99 Refund amount (POSITIVE value)

Why Refunds Need Credit Notes

The Revenue Accuracy Problem

If you import sales but not refunds, your Xero reports show inflated revenue. Net revenue = Gross sales - Refunds. Credit notes reduce customer balance and adjust revenue. Shopify doesn't have a dedicated refunds export - refunds are orders with Financial Status = "refunded" or "partially_refunded". We auto-filter these.

What This Tool Does

Transform refunded orders to Xero credit notes: - Filter orders by refund status automatically - Generate credit note numbers (Order# + "-R") - Link to original invoice via Reference field - Positive amounts (Xero credit note convention) - Regional date formatting

Common Credit Note Import Errors

Issues you might encounter when importing Refunds (via Orders Export) data to Credit Note - and how we solve them

Credit Note Amounts Must Be Positive

Xero credit notes automatically treat positive as credits

We ensure all amounts are positive

Review amounts if reconciliation issues occur

No Refunded Orders Found

File contains no orders with refunded status

Filter orders to Financial Status = refunded before export

Re-export with refunded orders only, or use auto-filter option

Why Use This Tool?

Auto-Filter Refunds

Automatically extracts only refunded orders from your export.

Invoice Linking

Reference field links credit note to original order for easy reconciliation.

Positive Amounts

Credit notes use positive values (Xero convention). We handle the signage.

Partial Refund Support

Handle both full and partial refunds correctly.

Regional Dates

Date format matches your Xero organization's region.

Browser-Based Privacy

All processing happens locally in your browser.

Frequently Asked Questions

Xero credit notes automatically treat positive amounts as credits that reduce the customer's balance. We convert any negative amounts to positive.
In Shopify Admin → Orders, filter by Financial Status = 'Refunded', then Export. Or upload all orders and let us auto-filter.
We include partially_refunded orders by default. The 'Refunded Amount' column shows exactly what was refunded, not the full order total.
The Reference field contains the original order number (#1001). In Xero, you can allocate the credit note against the matching invoice.
We fall back to the Total column. For partial refunds, ensure your export includes the Refunded Amount column.

Shopify → Xero Data Ecosystem

All available data flows from Shopify to Xero

Shopify Customers Export Customer profiles with contact info, addresses, and marketing preferences
→
Xero Contact Customer or supplier contact records
First Name + Last Name → Name First Name → FirstName Last Name → LastName
Customer sync, supplier management
Shopify Orders Export Customer orders with line items, shipping, taxes, discounts, addresses
→
Xero Sales Invoice Sales invoices for accounts receivable (B2B, payment terms)
Name → InvoiceNumber Name → Reference Created at → InvoiceDate
B2B sales, invoiced orders, payment terms
Shopify Payouts/Transactions Shopify Payments transactions, fees, and bank deposits
→
Xero Bank Statement Bank transactions for reconciliation
Transaction Date / Payout Date → Date Amount / Net → Amount Type → Payee
Payout reconciliation, fee tracking
Shopify Products Export Product catalog with variants, pricing, inventory, and images
→
Xero Inventory Item Products and services for inventory tracking
Variant SKU / Handle → ItemCode Title + Option Values → ItemName Body (HTML) → Description
Product catalog sync, inventory management
Shopify Refunds (via Orders Export) Refunded orders filtered from Orders export. Filter by Financial Status = refunded.
→
Xero Credit Note Refunds and returns as credits against invoices
Name + '-R' → CreditNoteNumber Name → Reference Created at → CreditNoteDate
Refund processing, returns handling