Frequently asked questions

Yes. Numerint only charges for the incremental work needed to export the files it hasn't already exported. For example, if you paid and exported the first quarter of 2024, and you return and request the first half of 2024; the system had already exported the first quarter and only charges for the second quarter*. You will go via the checkout to pay for the difference and receive a download of the first half of 2024. You could then repeat this every month or quarter, whatever suits you.

* Note that if you Disconnect in the meantime and choose options requesting Numerint to delete everything then you would be charged to re-export those periods again. But, in this example, if you have safely stored the download away you won't ask for the files from that period again.

Yes. Numerint only charges for the incremental work needed to export the files it hasn't already exported. When you update the Filters to include the additional Xero types, it calculates a price based on the number of attachments you haven't yet paid for.

* Note that if you Disconnect in the meantime and choose options requesting Numerint to delete everything then you would be charged to re-export those periods again. But, in this example, if you have safely stored the download away you won't ask for the same files again.

Yes. As long as you haven't disconnected Numerint with the option to remove your data, you can run another backup whenever you need to. Numerint only charges for the new and changed attachments since your last run, so a quarterly or year-end refresh costs a fraction of the first backup.

Generate Customer Invoice PDFs

If you have attached anything to your Accounts Receivable (sales) invoices, then it will be exported. However, Xero doesn't retain the PDF invoices it generates when you create a sales invoice, but many people want PDFs of their sales invoices. This might be to ensure they can always re-send a copy to their customer should they request it.

Selecting this checkbox will instruct the export to generate a PDF for every sales invoice. This will increase the number of attachments which will be reflected in the quoted price. Note that any attachments that are already attached will still be exported.

The invoices checkbox must also be selected to Generate PDFs.

Generate Quote PDFs

If you have attached anything to your Quotes, then it will be exported. However, Xero doesn't retain the PDF quotes it generates when you create a quote, but many people want PDFs of their quotes. This might be to ensure they can always re-send a copy to their customer should they request it.

Selecting this checkbox will instruct the export to generate a PDF for every quote. This will increase the number of attachments which will be reflected in the quoted price. Note that any attachments that are already attached will still be exported.

The quote checkbox must also be selected to Generate PDFs.

The filters allow you to customise your files export. It does not affect the data export. The first filter options allow you to choose which of the Xero types you want to export. For example, you could choose to export everything except Purchase Orders.

In addition to choosing which Xero types to include or exclude you can also choose the date range you wish to export. For example, you might have more than a decade of accounts held in Xero but only want the past financial year to support an audit. The dates are inclusive e.g. selecting May as the end month will retrieve attachments up to the 1st of June 00:00.

First of all, purchase everything you want to export to benefit from the volume pricing. But after checkout, don't click the button to immediately start the backup. Instead click Backup on the top menu.

You can now select the data that you need most urgently by clicking on the Filters button and selecting the options that suit your needs (like backing up the last three months). If you encounter any issues, feel free to contact support: info@numerint.com.

Once the most urgent data has been exported, you can adjust the Filters and click Backup again to now export the next most urgent tranche of files!

No. Feel free to close the browser and your computer. Numerint runs the backup in the background and emails you when it is completed.

Large backups can take several days because Xero limits how many files can be downloaded per day through its API. A multi-day estimate means the daily quota is the bottleneck, not that anything is stuck.

We monitor jobs to ensure everything is progressing. Please avoid disconnecting Numerint from your Xero subscription when a backup is running as this will halt the backup. If this happens we will get in touch in case it was an accident (e.g. another member of your team disconnects Numerint from within the Xero site).

Bills are referred to as Accounts Payable Invoices in Xero. Invoices comprise both Accounts Payable (bills) and Accounts Receivable (sales invoices). By default Numerint will export files attached to invoices, which includes both bills and sales invoices.

Ensuring invoices are selected for export, files attached to bills will be exported. If you've also attached files to sales invoices they will also be exported.

It is worth noting that whilst Xero generates PDF sales invoices to send to customers it doesn't store them. Therefore, unless you deliberately attached files to sales invoices, there will be no files to export. However, by default, Numerint will regenerate sales invoice PDF files. This can be deselected on the Filters page.

No. Numerint is a one-way export: out of Xero, into a ZIP and an Excel workbook. Restoring transactions or attachments back into Xero is not currently supported. The export format is designed to be human-readable and portable. Original PDF and JPG attachments stay in their native form, and the Excel workbook is well-formed enough to import into other accounting systems (e.g. Sage Intacct, QuickBooks) if you need to migrate.

No.

It is possible for users to upload files into the Xero file library, but they won't be exported from Xero unless they are attached to accounting items.

If this is important to you, please get in touch.

Yes. Numerint works for every Xero subscription regardless of region: AU, NZ, US, CA, ZA, IE, and the wider Xero footprint are all supported. Backups run from UK infrastructure, billing is in GBP via Stripe, and UK VAT is added automatically only for UK customers. The export format (Excel workbook plus a ZIP of original attachments) is identical across regions.

By default the Buy button includes all your files and data. The preset filters are preconfigured examples of more selective exports. For example, just 2025 or just 2024. Click the Update Filters button to configure your own. Filtering is lower cost and quicker to export.

Yes, but with limits. Xero's built-in export tools let you download CSV files per entity (invoices, contacts, and so on), one type at a time, with no attached PDFs or JPGs. For a complete archive you would manually click through every transaction to download each attachment individually.

Numerint automates that: connect Xero, get an instant quote based on the attachments found, pay, and download a single ZIP with every attachment plus a tidy Excel workbook of the underlying data. The Numerint backup is the equivalent of dozens of manual exports plus thousands of attachment clicks, in one run.

The right cadence depends on how often your Xero account changes and what you would lose if a restore was needed.

Common patterns: monthly for active trading businesses, quarterly for steady-state SMEs, and at every period-end (VAT quarter, year-end, audit, subscription change) for accountancy practices. Daily runs are possible too, since Numerint only charges for new and changed attachments on each repeat, though most customers find a period-based cadence sufficient.

Retention rules vary by jurisdiction. In the UK, for example, HMRC requires limited companies to keep records for 6 years from the end of the financial year and self-employed individuals for 5 years after the 31 January submission deadline. That informs the minimum cadence, not the ceiling.

Yes, strongly. Transferring a Xero subscription between organisations or owners can change who has data access and, in some cases, what data the new owner sees. Run a Numerint backup before initiating the transfer so you have a self-contained record of every attachment, invoice, contact, and transaction as it was on the original subscription.

The export is owned by you, not Xero, and survives any subsequent subscription change. See Xero data retention explained for the related cancellation timelines.

Click Backup from the top menu and sign in with your Xero credentials. Once connected, click Scan alongside your Xero subscription. After a few minutes you see a count of attachments and the price to export. Use the Filters button to limit by date range or type to reduce the quantity and price.

Yes. You receive all accounting data (transactions, contacts, etc.) for all time regardless of your filter selection. You only pay for and download the files within your selected filter scope. Downloading files takes considerably longer than retrieving the data.

The ZIP file is composed of four key elements: a folder full of the files, a folder full of raw accounting data, the accounting data neatly presented in a multi-worksheet Excel file and a summarised view of the raw data as a CSV file.

The files folder contains the files that were attached to accounting items (e.g. Bills and Credit Notes) in their original format. Whatever was attached in Xero comes through unchanged: PDFs, Word documents, Excel sheets, photos, and .eml emails are all common. These files are organised into folders for each accounting type such as Invoices, Credit Notes, Manual Journals etc.

The data folder contains raw data, in JSON format, The data is the detailed underlying data Xero holds about each accounting item.

The Excel file contains all the raw data in a convenient multi-worksheet Excel file with hyperlinking between sheets. If there are larger amounts of data that exceed Excels 1,048,576 rows per sheet, the data is split across additional sheets.

The CSV is a summary view of the raw data. It includes all the key details such as contact name, date, line items, account codes, amounts, narratives, tracking codes and the names of the associated files. It is intended to act as an index view of all the exported files. This can help you search, sort and filter to help identify your files as well as provide all of the important context relating to the files.

There is a files folder in the ZIP file. Inside this folder are subfolders for each accounting type such as invoices, manualjournals, creditnotes etc. Each file is also named as described below which allows you to sort and search for files using tools such as Windows Explorer or Mac Finder.

This allows you to easily find files based on type, date, contact and identifier. If you need to find files by other attributes such as email address, postcode, account code, tracking code, currency then you need to use the CSV file found at the top of the ZIP file. Using tools such as Excel you can sort, filter and search across dozens of data fields to narrow down and find the file names and their location.

Each file name is constructed using the date, contact, type, identifier, and file extension. For example, a supplier invoice (bill) with three attached files might be named as follows: 2022-01-31_BritishTelecom_ACCPAY_ba7e8183-a259-4c3a-a7bc-fce318d676b1_001-of-003.pdf

The identifier is the true underlying Xero ID of the item allowing you to precisely relate the file to the raw data. This is also the identifier used in Xero's URLs such as: https://go.xero.com/AccountsPayable/View.aspx?InvoiceID=ba7e8183-a259-4c3a-a7bc-fce318d676b1

Yes. Please get in touch and we can configure each of your Xero subscriptions to have different file names. For example, you might want Account Code and Narration included as part of the file name.

Note, we do restrict file names to 180 characters in length to remain within file system restrictions imposed by common operating systems like Mac and Windows. This means that potentially long fields like Narration would be truncated.

Yes. This is however a custom option and you will need to contact us.

We've noticed this is common for customers who like to regularly export all of the files on a per customer, per account code or per tracking option basis; usually as part of packaging up all materials associated with an engagement.

This is a summary view of your accounting data. It serves two key purposes:

• To find files. Files are conveniently named making it easy to find files by date or contact name. But this might not be enough. Using something like Excel, you can search, filter and sort the records to find the corresponding files. For example, you want to find all bills from your favourite supplier within a specific date range and logged under a specific account code and tracking code. The records will include the names and locations of the files.
• To find out the accounting data associated with the file. You have a file, such as a supplier bill, and you can look it up in the CSV to find out more about it such as the account code it was booked under, when it was paid, which tracking option was applied etc.

Any text editor, such as Notepad on Windows, can open and display the contents. You can use free tools like https://csviewer.com/, LibreOffice Calc or commercial software such as Microsoft Excel. These tools will allow you to filter and sort the columns of data and make it easier to work with.

In the CSV there are two columns to help you. The first column is titled AttachmentFolder. The ZIP file of attachments contains folders for each Xero type such as Invoices, Credit Notes, Quotes etc. Now you know which folder to look in. There is an adjacent column called AttachmentFilenames. This will help you find the file in the folder. Please note the column HasAttachments which indicates whether this accounting item has attachments or not.

A single Xero item can have many files attached (e.g. 6 PDFs, a spreadsheet, and an email). The scan estimates the file count based on items, but the actual count can be several times higher when items have multiple attachments.

In the CSV output, each Xero item is represented by a single row. The AttachmentFilenames column lists every attached file separated by a colon, in the order Xero stores them.

Expenses within Xero are handled as Bills and therefore all expense claims will be shown in the CSV data file under the type ACCPAY and the associated attachments are in the invoices folder inside the ZIP file.

Yes. If you'd rather pay by bank transfer or against a purchase order, email us with the Xero organisation name (or names) and we'll issue a manual invoice.

Most customers use our standard Stripe checkout, which is a card payment with a VAT-compliant invoice emailed within minutes.

Yes. We can aggregate multiple Xero subscriptions into a single invoice. This is the standard route for accountancy practices and finance teams that manage several client subscriptions. Email us with the list of Xero organisation names and we will issue a consolidated quote with a volume discount.

Yes. We can forecast quantities and send a single invoice. This will allow users to perform as many backups as they want at any frequency.

Please get in touch.

When you check out using Stripe (our payments provider) you'll be prompted for an email address. Stripe sends a VAT-compliant invoice to that address within minutes of payment, and you can re-download or forward it from the link in the email at any time.

If you'd rather pay by bank transfer or against a purchase order, email us and we'll issue a manual invoice instead.

Certainly. Email us using the email address you originally provided at checkout, and we will resend the Stripe invoice. Stripe also retains copies of your invoice indefinitely; if you still have the original Stripe receipt link, you can re-download from there.

Yes. Email us to discuss. Discounted pricing is handled by invoice rather than the standard Stripe checkout.

Numerint is pay-per-use, not a subscription. Pricing is based on the number of file attachments counted in the scan, so the quote scales with the export size. If you return later for an incremental backup, you only pay for new files since your last export.

When you click Backup from the top menu, you will be directed to Xero's sign in page where you will use your existing Xero credentials. You do not register with Numerint or need to manage new usernames and passwords. If you have permissions to connect third party applications (i.e. Numerint) to your Xero subscription your login will be successful.

Use the Logout link at the top right of the navigation bar. This will sign you out. This is not the same as disconnecting Numerint from your Xero subscription. Logging out won't disrupt running scans or backups because Numerint will remain connected to your Xero subscription.

Yes. It is security best practice to disconnect Numerint from your Xero subscription when you have finished. This does not affect your ability to reconnect and use the service later.

One of the disconnect options is to have Numerint delete the data it processed for your export. If you choose that option, a future backup pays the full price again rather than only for new files. See I am disconnecting my company, what do the different disconnect options mean? for the full list of choices.

There are two ways to disconnect Numerint from your Xero subscription. In Numerint there is a Disconnect button alongside each of the Xero subscriptions. You can also do this from within Xero: click the Connected Apps grid icon in the Xero top navigation and click Manage app connections. You will see NumerintBackup listed alongside a Disconnect button.

Note, Disconnecting will stop any in-progress scans or backups.

Disconnecting an app (in this case NumerintBackup) will revoke any permissions granted to the app to access the Xero subscription. It is actively encouraged to disconnect apps when no longer needed. Revoking those permissions whilst a backup or scan is in progress will halt them immediately.

Numerint does prompt you to choose whether to also delete any data currently backed up by Numerint in the disconnect options FAQ section.

Option 1 - Instantly remove my data:

You are confident that you have completed your use of Numerint and have securely stored all the data you need. Your exported accounting data will be deleted within minutes of confirmation.

Option 2 - Remove my data in 2 weeks:

You would like a grace period as you aren't 100% sure you have finished using Numerint. If you don't reconnect within the grace period, your exported accounting data will be deleted.

Option 3 - Don't remove my data unless I am inactive for one year:

You want to continue using Numerint regularly to re-export your data without incurring additional charges for what you have already paid for. However, please note that if your account remains inactive for one year, we will automatically delete your exported accounting data.

Important: Once your exported data has been deleted from Numerint, if you ever want it again, you will have to pay and re-export again.

Note: These options apply to your exported accounting data only. Your transaction records as they relate to your transaction with Numerint (invoices, payment history) are retained separately as required by law. See What types of data does Numerint store? for more details.

Alongside each of your Xero subscriptions is a Disconnect button and you will be asked whether you want us to keep or delete your exported accounting data.

After two weeks of inactivity Numerint will automatically disconnect your Xero subscription. After a year of inactivity Numerint will automatically delete your exported accounting data.

Note: Once we have deleted your exported data, you will have to pay to back it up again.

Important: This applies to your exported accounting data only. Your transaction records as they relate to your transaction with Numerint (invoices, payment history) are retained separately as required by law. See What types of data does Numerint store? for more details.

Numerint handles two different types of data, and it's important to understand the distinction:

1. Your Exported Accounting Data

This is the data we export from your accounting system (e.g., Xero) and make available for you to download. This includes:

• Invoices, bills, credit notes, and other transactions
• Attached files (PDFs, receipts, contracts, etc.)
• Contact information from your accounting system
• Bank transactions and reconciliation data

Not included: reports (e.g. VAT returns), audit trails, payroll, and projects.

You control this data through the Disconnect function, and you can choose when it gets deleted (instantly, after 2 weeks, or after 12 months of inactivity).

2. Your Account and Transaction Records With Numerint

These are Numerint's own business records about your use of our service. This includes:

• Your company name and contact details
• Invoices and payment history for Numerint services
• Order history and service usage logs

We retain these records for 6 years as required by UK tax law. This is standard practice for all businesses and is necessary for:

• Legal compliance (tax and accounting regulations)
• Fraud prevention and detection
• Establishing or defending legal claims

Why the Difference?

• For your exported accounting data, we act as a data processor following your instructions - you decide when to delete it
• For our business records, we act as a data controller with legal obligations to keep records for 6 years

This distinction is explained in detail in our Data Processing Agreement and Privacy Policy.

Yes. For their own platform, not for you. Xero maintains operational backups of its own infrastructure, so day-to-day data loss caused by Xero outages is very rare, but those backups are for Xero's continuity, not for you to download.

If your subscription is cancelled, downgraded, or transferred between organisations, Xero's own retention windows control how long the data is accessible. Numerint is the customer-facing export: a one-click ZIP of your accounting data and attachments that you own and store yourself. See Xero data retention explained for the related cancellation timelines.