Filter thousands of Xero contacts, fix them in one bulk action, and automate retention cleanup. What takes weeks by hand takes minutes of your time here, with every change logged in Xero's own history.
Independent third-party app for Xero users. Not affiliated with or endorsed by Xero Limited.
Cleaning up more than a thousand contacts means opening records one at a time. Xero caps CSV contact imports at 998 rows per file, so the workaround is dozens of error-prone spreadsheets.
You can't see group memberships from the main Xero contact list. Xero's own CSV export strips them out too, so you can't rebuild them offline either.
Xero support recommends no more than 10,000 contacts and 100 contact groups per organisation; past that, pages and reports load slowly or error out.
Holding personal data past your retention period is a privacy-law problem in the EU, UK, Australia and New Zealand alike. Finding it by hand is slow and unreliable.
One Xero user reported opening 2,500 contacts by hand to check their last activity, then archiving 2,100 of them one at a time.
Everything below works on thousands of records at a time, and writes straight back to Xero. A few minutes of your time, not weeks.
Select hundreds or thousands of contacts and act once: assign groups, edit fields, change branding themes, add notes or archive, with a clear report per contact. Processed through a queue that respects Xero's rate limits, with every change written to the contact's Xero history.
Bulk Contact Manager has the filters Xero doesn't have: contacts with no transactions since any date, missing tax numbers or emails, empty notes, specific groups or countries. The last transaction date shows right in the list, answering a top-voted Xero forum request. Then select every match across all pages and fix them all at once.
You set the retention period for each organisation. Bulk Contact Manager flags contacts that are past it after every sync, and blocks anonymization when recent transactions exist. One confirmed action redacts personal data permanently while your financial ledger stays intact, with an audit note logged in Xero first.
Xero caps how much work any connected app can send it: 60 requests per minute and 5,000 per day, for each organisation. Every add-on lives with the same caps. What matters is what happens when your clean-up is bigger than one day's allowance:
Start a bulk action and our servers do the work, at a pace Xero accepts. Close the tab and carry on with your day: progress is saved, and nothing fails without telling you.
A job too big for one day's allowance is split into daily parts before it starts. The first part runs straight away, and the rest follow automatically, one day apart.
If the day's allowance runs out mid-job, the job pauses, keeps its place, and picks up again by itself as soon as Xero allows.
Upcoming parts are listed on the Contacts page, and you can cancel them before they start. Afterwards you get an honest report: what was done, what was skipped, and why.
Export exactly what you filtered, group memberships included. Xero's native export leaves them out.
Map your columns once and bring outside data in, without wrestling the 998-row cap.
Open any contact in a side panel to fix one record without leaving your filtered list.
Switch between Xero organisations from the nav. Every database query is limited to one organisation, so one organisation's data is never shown in another.
Only what changed is pulled, so your view stays current without hammering the Xero API.
Privacy Policy, Terms and a DPA with named sub-processors, all readable before you connect anything.
Some Xero organisations hold tens of thousands of contacts. At that size Xero becomes slow, and keeping years of old personal data becomes a privacy-law problem. Xero itself offers no way to clean that up in bulk.
We built Bulk Contact Manager to do it properly: Jolien, who works in finance, and Ecca, an enterprise architect.
Sign in with Xero and you're cleaning up contacts in minutes. Every plan starts with a 14-day free trial, no payment details needed. Pick the plan that fits when the trial ends.
Serious contact cleanup for a single organisation.
or €69 / year
The full privacy-compliance toolkit, unlimited scale.
or €149 / year
For accountants and bookkeepers managing client books.
or €449 / year
Prices in EUR, excluding VAT; local taxes are calculated automatically at checkout. Every plan starts with a 14-day free trial; no payment details needed during the trial.
The platform is designed to handle exactly what it needs to function, and absolutely nothing more.
Xero is our only login provider, so we never see or store a password. We request the minimum scopes needed, and you can revoke access from Xero at any time.
Application data is hosted in the EU on GDPR-compliant Hetzner servers in Germany. TLS 1.2 or higher between your browser, our servers and Xero; OAuth tokens encrypted at rest with AES-256-GCM; backups encrypted before they leave our servers.
We never sync your ledgers. Only the contact fields needed for bulk editing, plus invoice and transaction dates to work out whether a contact is inactive. No amounts, no line items.
Manage several Xero organisations side by side. Every database query is limited to one Xero organisation, so one organisation's data is never shown in another.
We also document what the Xero API can't do, like restoring archived contacts or per-contact invoice reminders, instead of pretending otherwise.
Questions about the product, pricing or compliance? We normally respond within 3 business days.