Overview
Keep your Xero contacts clean, organised and ready for privacy reviews.
Bulk Contact Manager helps bookkeepers, accountants and finance teams look after large contact lists in Xero. Find the contacts you need in seconds, update hundreds of them in one go, and remove personal data you no longer need to keep.
Do it in bulk.
Select hundreds or thousands of contacts and act once: assign contact groups, edit fields, change branding themes, add notes or archive. Bulk Contact Manager adds a note to the contact's history in Xero for every change, and the report tells you if Xero refused one.
Find the right contacts fast.
Combine filters such as last transaction date, missing tax numbers or email addresses, empty notes, contact groups, countries and branding themes. Search across thousands of contacts by name, email and other fields. Export exactly what you filtered to CSV, contact groups included.
Retention cleanup you stay in control of.
You set the retention period for each organisation. After every sync, Bulk Contact Manager lists the contacts past it. Before you anonymize, it checks for transactions within your retention period, and when the job starts it checks again against the latest data in Xero: a contact with recent transactions is never anonymized. Personal data is then anonymized in Xero, with an audit note. Included in the Standard & Compliance and Partner Bundle plans.
Runs smoothly in the background.
Bulk actions run in the background at a steady pace, so you can keep working while they run. Very large jobs are split into daily parts that continue by themselves. Afterwards you get a clear report: what was done, what was skipped, and why.
Who it's for
- Bookkeepers and accountants who look after the contact lists of several client organisations.
- Finance teams with thousands of customers or suppliers, cleaning up before a migration, an audit or a new financial year.
- Organisations that need to remove personal data of former customers once their retention period has passed.
Safe by design
- Every bulk action shows how many contacts it will change before you start it, and nothing changes in Xero until you do.
- An empty cell in a CSV import never clears a field in Xero. Archived and anonymized contacts are skipped for edits, with the reason in the report.
- Bank account details are never stored by Bulk Contact Manager.
- Anonymizing asks you to type a confirmation and cannot be undone, so it is never one click away.
Also included: CSV import with column mapping, single-contact editing in a side panel, switching between organisations, and a Privacy Policy, Terms and DPA with named sub-processors you can read before connecting anything.
Plans are available monthly or yearly; yearly saves up to 23%. Sign in with Xero and start a 14-day free trial, no payment details needed.
Bulk Contact Manager + Xero
Bulk Contact Manager connects to Xero with OAuth 2.0 ("Sign in with Xero" is the only login). You can connect several Xero organisations and switch between them; every Xero call and every database query is scoped to the selected organisation.
What we read from Xero
- Contacts, including addresses, phones, contact groups, branding theme and status, into a local copy that is refreshed incrementally.
- Only the IDs and dates of invoices, purchase orders and bank transactions, to work out each contact's last transaction date. No amounts, line items or ledgers.
- The organisation name and the list of branding themes.
- Bank account details on a contact pass through during a sync, but are never stored.
What we write to Xero
- Contact fields, contact group membership, and a note in the contact's history for every change.
- Anonymization of personal data for contacts past their retention period, with an audit note written first.
- We never create or change invoices, bills, payments, bank transactions or any other transactional data.
Keeping in step with Xero
- The first sync reads all contacts and transaction dates once; after that only changes since the last sync are fetched.
- Changes you make directly in Xero appear in Bulk Contact Manager after the next sync, which you can start at any time.
How it runs
- All writes go through a background queue that paces calls for each organisation and pauses before the daily API allowance is used up.
- Large jobs are split into daily parts before they start; you can cancel scheduled parts from the Contacts page.
- Errors are shown per contact in plain language, and a revoked or expired connection is reported with a one-click reconnect.
Your data Scopes requested: accounting.contacts (read/write), accounting.invoices.read, accounting.banktransactions.read, accounting.settings.read, plus openid, profile, email and offline_access. Xero access tokens are encrypted at rest and never reach the browser. Disconnecting an organisation ends the connection at Xero and clears the copy we keep of it straight away; connections nobody uses for 50 days are ended too. You can delete your account from the Plan & Billing page after cancelling a paid plan.
Pricing plans
This app includes a free 14 day trial
Starter
- 1 Xero organisation
- Up to 5,000 contacts
- Advanced filtering & fuzzy search
- Bulk edits, groups & archiving
- CSV import & export (incl. contact groups)
- Every change logged in Xero's history
Standard
- Up to 3 Xero organisations
- Unlimited contacts & bulk edits
- Everything in Starter
- Automated data-retention scans, PII anonymization
Partner
- Up to 10 Xero organisations
- Unlimited contacts & bulk edits
- All compliance features, across every client
- Scales in blocks of 5 organisations
Getting started
The easiest way to begin is the Get this app button on this page. It signs you in with Xero and creates your Bulk Contact Manager account in one step, with a 14-day free trial and no payment details needed.
Set up in five steps
- Connect your organisation. Click Get this app, sign in with your Xero login and choose the organisation you want to work on. You can add more organisations later from the Organisations page.
- Let the first sync run. Contacts and transaction dates are imported in the background. A small organisation takes a couple of minutes; a large one takes longer and continues by itself if Xero's daily API allowance runs out. You can use the app while it runs.
- Set your retention period. On the Organisations page, enter how long you keep contact data after a contact's last transaction. Bulk Contact Manager does not suggest a period: it is your organisation's own decision, so check with your accountant or adviser if you are unsure.
- Filter and act. Open Contacts, combine filters (type, country, group, branding theme, last transaction date, missing fields), select the contacts you need and choose a bulk action. Progress and results appear on the Contacts page, and you can close the tab while a job runs.
- Review privacy actions. The Privacy Action Required tab lists contacts past their retention period. Anonymize them in bulk after a typed confirmation; a contact with transactions within your retention period is never anonymized. On the trial and the Starter plan you can see this list; anonymizing is included in the Standard & Compliance and Partner Bundle plans.
Tips
- Start with a small selection to see how an action works and what its report looks like.
- Export your filtered contacts to CSV before a big clean-up, so you have your own snapshot.
- Use a CSV import to give many contacts different values at once; the preview shows what will change before anything is sent to Xero.
- Changes are noted in the contact's history in Xero, so you and your accountant can see what changed and when.
Support The Help page in the app answers common questions, and we answer emails within 3 business days. You can disconnect an organisation at any time, and delete your account from the Plan & Billing page after cancelling a paid plan.
