Transfer Data from Excel to Xero WorkflowMax

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The Xero WorkflowMax Excel Add-In is a powerful tool that allows you to connect with live Xero WorkflowMax data, directly from Microsoft Excel.

Use Excel to read, write, and update Xero WorkflowMax Clients, Jobs, Leads, Quotes, etc. Perfect for mass imports / exports / updates, data cleansing & de-duplication, Excel based data analysis, and more!

This article explains how to transfer data from Excel to Xero WorkflowMax using the Excel Add-In for Xero WorkflowMax.

The CData Excel Add-In for Xero WorkflowMax enables you to edit and save Xero WorkflowMax data directly from Excel. This article explains how to transfer data from Excel to Xero WorkflowMax. This technique is useful if you want to work on Xero WorkflowMax data in Excel and update changes, or if you have a whole spreadsheet you want to import into Xero WorkflowMax. In this example, you will use the Clients table; however, the same process will work for any table that can be retrieved by the CData Excel Add-In.

Establish a Connection

If you have not already done so, create a new Xero WorkflowMax connection by clicking From Xero WorkflowMax on the ribbon.

To connect to the WorkflowMax API, obtain an APIKey and AccountKey from Xero. This can only be done by contacting Xero support (

After obtaining an API Key and Account Key, set the values in the APIKey and AccountKey connection properties. Once these are set, you are ready to connect.

Retrieve Data from Xero WorkflowMax

To insert data into Xero WorkflowMax, you will first need to retrieve data from the Xero WorkflowMax table you want to add to. This links the Excel spreadsheet to the Xero WorkflowMax table selected: After you retrieve data, any changes you make to the data are highlighted in red.

  1. Click the From Xero WorkflowMax button on the CData ribbon. The Data Selection wizard is displayed.
  2. In the Table or View menu, select the Clients table.
  3. In the Maximum Rows menu, select the number of rows you want to retrieve. If you want to insert rows, you need to retrieve only one row. The Query box will then display the SQL query that corresponds to your request.
  4. In the Sheet Name box, enter the name for the sheet that will be populated. By default the add-in will create a new sheet with the name of the table.

Insert Rows to Xero WorkflowMax

After retrieving data, you can add data from an existing spreadsheet in Excel.

  1. In a cell after the last row, enter a formula referencing the corresponding cell from the other spreadsheet; for example, =MyClientsSheetInExcel!A1.
  2. After using a formula to reference the cells you want to add to Xero WorkflowMax, select the cells that you are inserting data into and drag the formula down as far as needed. The referenced values you want to add will be displayed on the Clients sheet.
  3. Highlight the rows you want to insert and click the Update Rows button.

As each row is inserted, the Id value will appear in the Id column and the row's text will change to black, indicating that the record has been inserted.