Xero Activity Log: What It Shows and How to Use It

The Xero activity log is a built-in audit trail that records every change made to your Xero account, including who made it, what they changed, and when. It is accessible from the Account menu under “Activity log” and provides a searchable, filterable history of actions across invoices, bills, bank transactions, contacts, and settings.

What the Activity Log Records

Every time a user creates, edits, deletes, or views a record in Xero, the activity log captures the event. The log includes the date and time, the user’s name, the type of action (e.g., created, updated, deleted, viewed), and the specific details of what changed. For example, if you edit an invoice’s due date, the log will show the old and new values.

Common entries include:

• Invoice and bill creation, editing, approval, and deletion
• Bank transaction coding, reconciliation, and undo actions
• Contact changes (address, email, payment terms)
• User logins and permission changes
• Settings changes (tax rates, account codes, invoice numbering)
• Manual journal entries and adjustments

How to Access and Search the Activity Log

To open the activity log, click your user name or the account icon in the top-right corner, then select “Activity log.” You can also go directly to https://go.xero.com/Activity/ when logged in.

The log has a search bar that lets you filter by keyword, date range, user, and action type. For example, you can search for “invoice” to see all invoice-related actions, or filter by a specific user to review their activity. The results are displayed in reverse chronological order, with the most recent actions first.

Why the Activity Log Matters

The activity log serves several important purposes:

• Audit trail: It provides a complete history of changes, which is essential for financial audits and compliance.
• Error tracking: If a number is wrong, you can see who changed it and when, making it easier to correct mistakes.
• Security monitoring: You can spot unauthorized access or suspicious changes, such as a user deleting records or altering settings.
• Team accountability: It clarifies who did what, which helps with training and resolving disputes.

Limitations and What It Does Not Show

The activity log is not a full backup or a record of every view. It does not capture:

• Read-only views of reports (unless specifically logged)
• Changes made by Xero support staff (they are logged but not visible to you)
• Deleted records after they are permanently removed (the deletion is logged, but the original content may not be recoverable)
• Changes made via the API if the API user is not a standard user (they appear under the API user’s name)

Also, the log is not editable by users, but it can be exported for external analysis.

How to Export the Activity Log

You can export the activity log to a CSV file for offline review or to share with your accountant. To export:

1. Open the activity log.
2. Set your desired filters (date range, user, etc.).
3. Click the “Export” button (usually a download icon).
4. Choose CSV format and save the file.

The export includes the same fields as the on-screen log, but you can open it in Excel or Google Sheets for sorting and analysis.

Common Problems and Misconceptions

One common misconception is that the activity log shows every single view of a record. In reality, it only logs actions that change data or are considered significant (like viewing a bank transaction in detail). Another issue is that the log can become very large, making it difficult to find a specific event. Use the filters and search to narrow results.

If you notice that a change is missing from the log, it may be because it was made by an integration or a user with limited permissions. Also, the log only keeps data for a certain period (Xero does not publicly specify a retention limit, but it is generally available for at least the last year for active accounts).

Activity Log vs. Audit Reports

Xero also offers a separate “Audit Report” (under Reports) that focuses on financial changes, such as invoice approvals and bank reconciliation. The activity log is broader, covering all actions, while the audit report is more finance-specific. For a full audit, you may need both.

Frequently Asked Questions

Can I delete or edit entries in the activity log?

No, you cannot edit or delete entries in the activity log. It is designed to be tamper-proof to ensure the integrity of the audit trail. If you need to correct a mistake, make a new change and the log will record that correction.

How far back does the activity log go?

Xero does not publicly state a fixed retention period, but for active subscriptions, the log typically retains data for at least 12 months. For older data, you may need to use the export feature to archive it before it is purged.

Can I see who viewed a specific invoice?

No, the activity log does not record every view of an invoice. It only logs actions that change the invoice, such as editing or sending. If you need to track views, you would need to use a third-party tool or check the invoice’s history (which shows when it was sent and viewed by the customer via the portal).

Why is the activity log empty for some users?

If a user has read-only permissions or only views reports, they may not generate many log entries. Also, if the log is filtered by a specific date range, you may not see actions outside that range. Check the filters and the user’s permission level.

Can I set up alerts for certain activity?

Xero does not have built-in alerts for activity log entries, but you can use third-party apps or set up a custom report to monitor changes. Alternatively, you can export the log regularly and use Excel to flag unusual activity.

Template for Tracking Activity Log Reviews

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