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Download a sample file

You must be logged in and connected to Xero before you can download a personalised sample file. That file is the spreadsheet template you set up for imports. UpSheets builds it from your Xero data. For generic files and format details, see the link at the end of this page.

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How to download

On the Import page, click Download Sample File.

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Choosing what to include

After you click Download Sample File, you can choose:
  • Timesheets – optionally include Earnings Rates, Tracking codes (only shown if enabled in Xero), and start/end times. See the help on Tracking Categories and Earnings Rates & Types for more on these.
  • Leave Requests
  • Payslips
  • Projects – includes tasks and time. Downloaded separately; cannot be combined with Timesheets, Leave or Payslips.
Tracking codes only appear as an option when they are enabled in your Xero organisation.
Select start and end times only if you plan to use them instead of an hours column.
Timesheets, Leave and Payslips can be combined in one file – select the options you need and click Download. Projects is separate: download it on its own. To import one type at a time, select one option and download; repeat for other types as needed.

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The sample is illustrative, not a full export

A personalised sample file is a short CSV template, not a dump of every employee or every pay run line from Xero. UpSheets uses real names and dates from your organisation so you can see column layout and valid example values. You are expected to copy example rows, replace names with your staff, and fill in the tracking codes, Type values, hours, and dates you actually need. It is normal if the download shows only a handful of employees when you have many more in Xero. That is by design.

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Which employees appear

UpSheets builds the employee list from your connected Xero organisation:
  • Only active employees are considered.
  • Each included employee must have a pay calendar assigned in Xero.
  • UpSheets then picks a random subset (up to ten employees in the usual download) from that pool. A different download may show different names.
If someone is missing entirely, check they are active in Xero and have a pay calendar before expecting them in a sample.

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How many rows you get

In the usual (non-bulk) download:
  • Timesheets: example lines are capped (about twenty lines in total). Each employee in the sample may get up to five day rows before the cap is reached, so you may see fewer unique employees in the timesheet section than the employee pool size.
  • Leave and payslips (when downloaded without the bulk sample mode): example rows often use only the first employee from the pool, with a few sample lines.
Use the sample to learn the format. Add as many rows and employees as you need in your own spreadsheet before you upload.

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Tracking codes and Type (Earnings Rates) in the sample

When you tick Tracking codes or Earnings Rates on download, the CSV includes those columns with example values only:
  • Tracking codes: filled with random tracking category names from your Xero organisation. They show the correct spelling and format. They are not the real tracking allocation for each employee, job, or day.
  • Type (earnings rate / pay item name): similarly random examples from your active Xero pay items. They are not real penalty or overtime allocation for that person.
That is expected. Before you upload, replace those cells with the tracking codes and Types you want, or handle them on Import:
  • Edit Type in the file, or map values when labels differ from Xero.
  • Pick a default earnings rate on Import when you do not need Type on every line. See Earnings Rates & Types.
  • Use Smart Formulas when rules should set Types from times and conditions.
If tracking codes or pay items in UpSheets look stale after you change Xero, open the organisation switcher and choose Refresh Connection. That reloads tracking codes and pay items. See Manage Your Connection. More detail: Tracking Categories and Earnings Rates & Types.

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After downloading

The CSV is saved to your default downloads folder. You can then open it, edit it, and upload it in UpSheets. A personalised file is usually easier to work with and helps you upload with fewer errors. You can alternatively download a generic file or read more about file formats.