Xero purchase orders in a live spreadsheet
Add the Purchase orders table to a sheet as a data source named purchase_orders and its 13 columns become names your formulas, pivot tables and charts use. Sheets reads it from your Xero organisation each time the sheet opens or refreshes.
Formulas on this table
=data.purchase_orders.sum(subtotal) Total subtotal. Adds up the Subtotal column over every row of Purchase orders.
=data.purchase_orders.sum(subtotal, contact, A2) Subtotal per contact. With a contact in A2, the total for that one. Fill it down next to a list of them.
=list.purchase_orders(contact) Every contact, once. Spills the distinct contact values down the column: the row labels for the formula above.
=data.purchase_orders.sum(subtotal, date, ">=2026-01-01") Since a date. Only rows whose Date is on or after 1 January 2026. Criteria such as ">=", "<" and "<>" work as in any spreadsheet.
=data.purchase_orders.count(id, contact, "<>") Rows with a contact. Counts the rows whose Contact is not empty.
=data.purchase_orders.avg(tax) Average tax. avg, min, max, count, countd (distinct) and first work the same way as sum.
Columns
| Column | In formulas | Type |
|---|---|---|
| ID | id | Text |
| Order no. | order_no | Text |
| Reference | reference | Text |
| Date | date | Date |
| Delivery date | delivery_date | Date |
| Contact | contact | Text |
| Contact ID | contact_id | Text |
| Subtotal | subtotal | Number |
| Tax | tax | Number |
| Total | total | Number |
| Status | status | Text |
| Currency | currency | Text |
| Updated at | updated_at | Date and time |
Other purchases tables
Your purchase orders, live
Invoices, bills, bank transactions and your monthly profit and loss become tables that formulas, pivots and charts read directly, in your base currency.