FAQ

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 used a Disconnect with an option to remove your data. It is common for people to backup and then re-run the backup after they've closed the period to get any late adjustments and files.

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 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 licensing. 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. The backup runs at Numerint and you will be emailed when it is completed. 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. Not currently.

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. It works for all Xero subscriptions.

The ZIP file is composed of three key elements: a folder full of the files, a folder full of raw accounting data 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 (e.g. PDF, XLS, JPG). 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 CSV is a summary view of the detailed 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. 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.

The Xero item (transaction) will be represented by a single row in the CSV file. The "AttachmentFilenames" column will include multiple file names separated by a colon.

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. Please get in touch.

Yes. We can aggregate and send a single invoice. Please get in touch.

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 checkout using our Stripe integration (the payments system) you will be prompted for payment details including an email address to send an invoice. This will come from Stripe.

Certainly. Email us at info@numerint.com using the email address you originally provided in the checkout and we will resend it.

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.

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 as explained here.

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. 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, the 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 delete your data.

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

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

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

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