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How do I know what to reorder in Xero?
Last updated
Export the Inventory Item List and Inventory Item Details reports from Xero, upload them, and ReorderOwl tells you what to reorder and how much, with a reorder workbook for every item. Today it works in ChatGPT. Claude setup is coming shortly. It is free to start, with nothing to connect in Xero. When you ask, it builds the purchase order for you.
What does ReorderOwl do for Xero users?
ReorderOwl turns your Xero sales and stock on hand into a reorder plan. It forecasts each tracked item from your sales history, compares that with the quantity on hand, and lists what to order and how much. The assistant shows the most urgent items in the chat, and the workbook covers every item and shows how each number was worked out.
It reads only the files you export. It does not connect to your Xero organisation and does not change anything in it.
Which Xero reports do I need to export?
| Export | Where in Xero | Required? | What it gives ReorderOwl |
|---|---|---|---|
| Inventory Item List | Accounting, then Reports, then Inventory Item List | Yes | Your items, item codes, quantity on hand and unit cost |
| Inventory Item Details | Accounting, then Reports, then Inventory Item Details | Yes | Every invoice and credit note line by item, to forecast demand |
| Open purchase orders sheet | Typed from your open orders | Optional | What is already on order, so it is not ordered again |
How do I export each report from Xero?
- Inventory Item List: go to Accounting, then Reports, then Inventory Item List. Set the date to today, click Update, then Export and choose Excel.
- Inventory Item Details: open Inventory Item Details from the same Reports page. Set the date range from the same day 3 years ago (at least 12 months back) to today, leave every item selected, click Update, then Export and choose Excel.
- Open purchase orders (optional): Xero can't export purchase orders, so if you have orders not yet billed, type them into a sheet with the columns PO Number, Supplier, Item Code, Quantity and Delivery Date, and save it as .xlsx or .csv. Skip it if you have none.
- Keep the reports as Xero exports them, in Excel format; don't edit or rename the columns.
Only tracked inventory items carry a quantity on hand in Xero, so track the items you want reorder advice for. Xero has no supplier or lead time on an item, so you can tell the assistant your suppliers and lead times in the chat.
How do I set it up in ChatGPT?
Create your free ReorderOwl account first and pick Xero as your system. Your setup page shows the steps for ChatGPT, with your own connection link. Claude setup is coming shortly.
- In ChatGPT: add ReorderOwl as the setup page shows, attach the two reports in a chat with ReorderOwl, and ask something like "What should we reorder this week?"
- Download the reorder workbook and review the most urgent items in the chat.
It always works on your own data; there is no sample mode for Xero.
How do purchase orders work with Xero?
When you tell the assistant to create a purchase order, ReorderOwl builds it with the items and quantities. It appears in the chat and on the purchase order sheet of your workbook. ReorderOwl works from your exported reports, so it does not write to Xero itself: you enter the order under Purchases, then Purchase orders, or an assistant that can use your browser saves it there as a draft for you. ReorderOwl never sends purchase orders to suppliers.
What happens to my Xero data?
ReorderOwl keeps a copy of your uploads for your company, holding only the columns it uses. Built workbooks are deleted after 7 days, and each company sees only its own uploads.
Delete account on your account page removes your uploads and workbooks.
Frequently asked questions
Is ReorderOwl free for Xero?
Yes, it is free to start. You create an account, export two standard reports from Xero, and use it in ChatGPT without any call with us.
Do I need to connect my Xero organisation?
No. ReorderOwl works from the reports you export from Xero, so there is nothing to connect or authorize.
Can ReorderOwl create purchase orders in Xero?
It builds the purchase order for you. Because it works from exported reports, you or a browser-capable assistant enter it in Xero as a draft; nothing is sent to your supplier.
Does Xero have reorder points?
Core Xero tracks quantity on hand for tracked items but has no reorder point or forecast; the Xero Inventory Plus add-on adds reorder levels and low stock alerts. ReorderOwl works out what to order and how much from your sales history either way.
Sources
- Inventory Item List report, Xero Central, accessed 2026-10-01
- Inventory and purchasing, Xero, accessed 2026-10-01
- Purchase orders import/export function, Xero Product Ideas, accessed 2026-10-01