Xero Bulk Transaction Categorizer

WHAT IT DOES

Xero Bulk Transaction Categorizer solves a common accounting workflow challenge: categorizing multiple Xero transactions is tedious when done one at a time. While Xero allows individual transaction editing, there is no native way to assign categories to many transactions simultaneously. This tool reads your current Xero transaction list page (bank accounts, invoices, or bills), detects all visible transactions, and displays them in a scrollable checklist with transaction dates, descriptions, amounts, and current category/account codes. You select the transactions you want to categorize, choose a target category from a dropdown that detects all available accounts in your chart of accounts, and optionally add a note that will be applied to each transaction. The tool then processes each selected transaction sequentially through Xero's API, updating the category while preserving all other transaction data. A preview shows your selection before updating, and progress tracking shows each transaction as it's processed.

WHERE IT RUNS

This extension panel runs directly inside your browser as an overlay on any Xero transaction list page. It works on bank accounts, invoices, bills, and other transaction views. The tool detects transactions from the page's DOM and uses Xero's API (via GM_xmlhttpRequest) for category updates. It requires no additional API keys beyond your existing authenticated session — the tool extracts your access token and tenant ID from the page.

HOW TO USE

After installing the BotGentz extension and activating Xero Bulk Transaction Categorizer, navigate to your Xero transaction list page. Click the extension icon in your browser toolbar to open the panel. The tool automatically detects all transactions displayed on the current page. Each transaction appears with its date, description, amount, and current category alongside a checkbox. Use the "Select All" toggle or individually check transactions. Next, choose a target category from the dropdown — the tool detects all available categories in your chart of accounts. Optionally, enable the "Add note to transactions" toggle and enter a note to be added to each transaction during categorization. The preview section shows how many transactions are selected, the target category, and the note if provided. Finally, click "Apply Categories." The tool processes each transaction with a 500ms delay, showing progress as each transaction is updated. A notification appears when all transactions are processed.

TECHNICAL OPERATION — Xero API Category Updates with Optional Notes

This tool uses Xero's API to perform category updates reliably. It first extracts the user's access token and tenant ID from the page (using regex to find `access_token` in scripts or meta tags), then constructs a PUT request to `/api.xro/2.0/BankTransactions/{transactionId}` with a payload containing the `AccountCode` for the transaction's line items. When the note toggle is enabled, the tool includes a `Description` field with the user's message. The API approach is more reliable than DOM-based simulation because it works independently of Xero's UI structure, supports proper error handling with HTTP status codes, and can handle large numbers of transactions efficiently without triggering UI event delays. A 500ms delay between updates prevents rate limiting and API congestion. The tool includes transaction date and amount information in the display for better context.

THE PANEL

The extension panel is fully draggable and remembers its position per site session. It snaps to the nearest edge of the browser viewport when dragged within 50 pixels of any side. You can collapse the panel to a compact title bar using the minimize button, preserving your selection state. The panel resizes vertically by dragging the bottom edge. Press the Escape key to close the panel instantly without losing your transaction selection. The preview updates in real-time as you select transactions, choose categories, or add notes.

PLEASE NOTE

This tool requires the free BotGentz extension to function. The script uses Xero's API and requires your session to be authenticated. It does not store, transmit, or log any transaction data, category information, or user activity. All API requests are made locally from your browser session. The tool relies on extracting your access token from the page, which may expire if your session times out. Xero may update its DOM structure over time, which could affect transaction detection; we monitor and release compatibility updates as needed. Category changes affect your accounting records — review the preview carefully before confirming. Adding notes to transactions will create descriptions visible in the transaction history. Export formats include CSV and JSON for maximum compatibility with analysis tools.