Data Tables
Pull complete datasets from Xero as Excel tables. Unlike formulas (which return single values), tables give you full lists of invoices, contacts, accounts, and more - ready for filtering, sorting, and analysis.
Tables vs Formulas
Use Tables when:
- You need complete lists (all invoices, all contacts)
- You want to filter and sort in Excel
- You need transaction details for analysis
Use Formulas when:
- You need specific values (account balance, contact email)
- You're building calculations
- You want data in specific cells
How to Insert a Table
- Open the XO Report task pane
- Click Tables and Reports tab
- Select a table type from the dropdown
- Choose your organizations (multi-select supported)
- For transaction tables, select a date range
- Choose columns to include
- Click Insert Table
Reference Data Tables
Organizations
Connected Xero organizations with details
Accounts
Chart of Accounts from Xero
Contacts
Customers and suppliers with contact details
Items
Inventory and service items
Tracking Categories
Tracking categories and options
Tax Rates
Tax rate configurations
Currencies
Currency list for multi-currency businesses
Transaction Tables
Transaction tables require a date range. Status filtering is available for Invoices, Bills, and Credit Notes only. Payments do not support status filtering — all payment records in the date range are returned.
The "Open in Xero" column
When you insert an Invoices, Bills, Credit Notes, Payments, or Contacts table, XO Report adds an XeroLinkcolumn, ticked on by default. Each link opens that row's own record in Xero, in the right organization — so you can jump from a figure in Excel to the source document without searching or copying IDs.
- One click to the source. Invoice and bill rows open the invoice or bill, credit note rows open the credit note, payment rows open the payment (where available), and contact rows open the contact.
- Payments:where a link is available, a payment row opens straight to that payment in Xero. Payment types that aren't linked yet show a blank cell instead of a guessed link.
- Blank instead of broken.When a row can't be linked reliably, XO Report shows a blank cell rather than a guessed link.
- Always current.Links regenerate every time you refresh the table, using each row's latest data.
- Keeps working after Convert to Values.If you use XO Report's Convert to Values to freeze a sheet into static numbers, the Open in Xero links stay live — even for people who don't have the add-in.
- Signed out? Clicking a link while signed out of Xero prompts a Xero login, then lands on the right record.
- Built a table earlier? Insert it again to add the column — the setting applies to each new table as you insert it.
Selecting the column also adds a small hidden helper column that stores each link's address. You might see it if you unhide columns or save as CSV — it's harmless. Keep it in place and the links keep working.
Multi-Organization Support
When you select multiple organizations, data is combined into one table with OrgID and OrgName columns for filtering.
Where to put XO tables on the sheet
By default, XO Report puts every new table on its own sheet. Keep it that way — it's the simplest layout and refresh always works.
Avoid stacking tables on the same sheet
When you refresh, the table grows downward. If another table is below it, refresh fails. Empty rows in between don't help — they get used up as the table grows.
Need multiple tables on one sheet?
Place them side by side in different columns, not stacked.
Don't rename or copy-paste XO tables
XO tables are linked to Xero by their name, which always starts with XO_. Copy-pasting an XO table or renaming it so it no longer starts with XO_ breaks the link and the table can no longer refresh. To reuse a layout, insert a new table from the task pane. If you must rename, keep the XO_ prefix.
If you see the error "Can't refresh ‘…’ — it can't grow into the table directly below it": move or delete the table underneath, then refresh again. See Troubleshooting.
Table Refresh
Click anywhere in your table and use the Refresh Tablebutton to get the latest data. Your date presets (like "Last Month") are re-calculated and custom columns you added are preserved.