How to Create a Gatheroo Request for Documents for Uncoded Transactions from a Xero, MYOB or QuickBooks CSV Export

This guide will help you navigate Gatheroo’s Import a CSV feature for creating a request from a Xero, MYOB or QuickBooks CSV export. Follow the steps below to create your request and efficiently collect documents for uncoded transactions from your clients.

Step 1: Click “Add a New Request” from the Requests Dashboard

The "Add A New Request" screen let's you create a request from scratch, a template or a CSV

  • Start by logging into Gatheroo and navigating to your Requests Dashboard.
  • Click the “Add a New Request” button to begin.

Step 2: Give Your Request a Name

  • In the Request Name field, enter a descriptive name for your request.

Best Practice Tip: Use a name that helps identify the request easily later on. Consider including the client’s name and the time period.
Example: “Client XYZ Uncoded Transactions – Q3 2024.”

Step 3: Choose ‘Create a Request from a CSV’

  • Next, click the button labeled “Create a Request from a CSV”.

This will open a file upload interface for importing your uncoded transaction data.

When you create a request from a CSV, you will see this screen, requesting for your to share the CSV to be uploaded.

Step 4: Import Your CSV

  • Add your .csv file, or browser your computer.
  • Once uploaded, click “Save and Continue“.

If you need help with exporting uncoded transactions from your Account Software, click on the clicks for a quick how-to Xero, MYOB and Quickbooks

Step 5: Add a Due Date and Click ‘Add New Request’

  • Enter a due date for the request in the due date field. This sets a clear deadline for your clients.
  • When ready, click “Add New Request” to proceed.

Step 6: Optionally Add Your Client

  • You can add your client’s details at this stage. If you don’t have the information on hand, you can skip this step and add the client later by editing the request.

Step 7: Continue Through the Steps

  • Review Your Imported List of Requests: After uploading the CSV, review the imported data. Ensure all uncoded transactions are accurately displayed.
  • Add a Welcome Note (Optional): Adding a welcome note allows you to personalise your communication with clients. You can use this space to provide additional context or instructions.

Example Note: “Hi [Client], please review the list of uncoded transactions below and provide the necessary details. Feel free to reach out if you have any questions.”

  • Add Your Client (if not already added): If you haven’t added your client’s details in Step 6, you can do so now.
  • Publish and Send: Once everything looks good, click “Publish and Send” to notify your client about the new request.

That’s it – you’re all done : )

Additional Tips for Success:

  • File Format Issues: If you experience issues uploading the CSV file, check the format and try re-exporting the data from Xero. Ensure you’re using a CSV file and that it’s formatted correctly.
  • Monitoring Your Request: Once sent, you can monitor the status of the request in your Gatheroo dashboard. You’ll be able to see when clients respond and track the progress of each request.
  • Follow-up and Notifications: Gatheroo automatically reminds clients about outstanding requests based on the due date you set. This helps streamline your follow-up process and reduces manual work.

Why Use Gatheroo for Xero CSV Imports?

By using Gatheroo’s Xero CSV import feature, you can save time and effort by automating the process of collecting uncoded transaction data. Gatheroo:

  • Simplifies client communication by consolidating document requests into a single platform.
  • Faster turnaround time. By  breaking down the list into smaller manageable tasks, clients will have more time to dedicate to your request, as 12 x 10 minute slots are easier to find than 1 x 1 hour slots.
  • Reduces follow-up time with built-in reminders.
  • Increases accuracy by automating the import and tracking process.

Downloading a Xero CSV of uncoded transactions

The download from XERO can be found on this screen in your xero account, under the Accounting Menu, and is the option named "Uncoded Statement Lines"

  • Log into Xero.
  • Go to Accounting > Bank Accounts
  • Select Uncoded Statement Lines.
  • Pick the Bank Account you want to export (multiple accounts will also work), the correct dates and Run the query.
  • Click Export > CSV to download the required file.
  • Ensure that the exported CSV file is correctly formatted.
  • Jump to ‘STEP 4’ above to upload to Gatheroo

Downloading a Quickbooks CSV of uncoded transactions

  • Log into QuickBooks.
  • Go to Banking > Bank Transactions.
  • Select the desired Bank Account and set the Date Range for the uncoded transactions.
  • Click Batch Actions > Export to Excel (CSV).
  • Ensure that the exported CSV file is correctly formatted.
  • Jump to ‘STEP 4’ above to upload to Gatheroo

Downloading a MYOB XLS of uncoded transactions

  • Log into MYOB.
  • Navigate to Banking > Bank Transactions.
  • Set the Filters for the correct Bank Account and Date Range.
  • Click Export to download the transactions as an XLS file.
  • Open the downloaded XLS file and Save As a CSV file.
  • Verify that the CSV format matches the required format for uploading to Gatheroo.
  • Jump to ‘STEP 4’ above to upload to Gatheroo

Need Help?

If you encounter any issues during the process, please reach out to our support team for assistance.

By following these steps, you can efficiently manage uncoded transactions requests using Gatheroo and improve your workflow for document collection.