Guide

What to export before you leave Xero or close a company

Export first and cancel last. Xero says you can't access an organisation after you cancel it, and it has no single export for all your files and attachments.

1. List what you must keep

Ask your accountant which records you must keep, and for how long. Rules differ by country.

2. Export your reports from Xero

Xero's own exports cover reports and lists. Save the reports your accountant needs for each year, and check your payroll and fixed asset records.

3. Find the missing receipts

Do this while you can still attach files. This guide shows how to find them.

4. Get the files out

Reports don't include your attachments. Download them by hand, or use a tool that reads them through Xero's API. This guide compares the options.

5. Check the result, then cancel

Open the export. Compare the file count with what Xero listed. Store a copy somewhere that isn't tied to Xero. Then cancel.

Start early. Xero limits how many requests any app can make for your organisation each day, so a large export can take days.

GrabReceipts does steps 3 and 4. The check is free.

Questions

Can I still open my data after I cancel?

Xero says that after you cancel you can't access that organisation. Its FAQ says the data is archived under its retention policy, and that you can get it back by reactivating the subscription.

How long must a UK limited company keep records?

GOV.UK says 6 years from the end of the last company financial year they relate to, or longer in some cases.

Does GrabReceipts export everything?

No. It exports attachments, unattached Documents files, sales invoice PDFs and a list of transactions, up to 5 GB. Export your reports, fixed assets and payroll records from Xero.

Sources: Xero FAQ, Xero terms of use and GOV.UK. Last checked November 2026. Check your own country's rules.