Know what changed in Xero, and put it back
Ledger Snapshot takes a daily copy of each Xero organisation you connect, shows you exactly what changed between any two days and who changed it, and recreates deleted or altered records when you ask. It is built for practices managing many client files, with one dashboard across all of them.
- Daily snapshots of invoices, bills, credit notes, contacts, items, journals, bank transactions, chart of accounts and attachments
- Line-by-line comparison between any two snapshots, with Xero's own history showing which user made the change
- Restore is explicit and logged: nothing is written back to Xero until you confirm each record
Xero is the system of record, and there is no undo
A client deletes forty bills while 'tidying up'. A staff member edits last year's invoices after the accounts were signed. A contact merge goes wrong. Xero keeps a history on individual records, but there is no point-in-time copy of the organisation, no way to see everything that changed last Tuesday, and no undo for a deletion.
Businesses already pay for exactly this on their other systems. Backup services for Shopify, QuickBooks Online, Jira and Confluence charge from about $16 to $150 a month per connection. The largest of them does not list Xero at all, which leaves Xero's accountants exporting CSVs by hand or hoping.
For a practice the cost is time and liability: hours reconstructing records from emails and bank statements, awkward conversations about who changed what, and in the worst case a re-done year end. For a business owner it is the uneasy feeling that one wrong click in the books can't be taken back.
- Rewind charges $19 a month for Shopify backups and $16 a month per QuickBooks Online file, rising to $150 a month for Confluence. Source: rewind.com
- Rewind's pricing page lists no Xero product. Source: rewind.com
- Bookkeepers on r/Bookkeeping ask how to answer 'who changed this?' questions about Xero records. Source: reddit.com
Without it
- Xero's own history and notes: Free and useful for one record at a time: open an invoice and see its history. There is no organisation-wide view of…
- Manual CSV exports: Free. Export invoices, contacts and the general ledger each month and file them. Honest work, but attachments and…
- Rewind and similar backup services: Well established for Shopify, QuickBooks Online and Atlassian products at $16–150 a month per connection. As of their…
With Ledger Snapshot
- Daily snapshots of invoices, bills, credit notes, contacts, items, journals, bank transactions, chart of accounts and attachments
- Line-by-line comparison between any two snapshots, with Xero's own history showing which user made the change
- Restore is explicit and logged: nothing is written back to Xero until you confirm each record
- Daily snapshots
- Change history
How it works
- 1
Connect organisations
Authorise Ledger Snapshot from each Xero organisation, or from your practice login for several at once. The first full snapshot runs within the hour.
- 2
Daily snapshots
Every night we read each organisation through Xero's API and store a complete copy, plus a snapshot of key reports (profit and loss, balance sheet, aged receivables and payables) as of that day.
- 3
Compare and investigate
Pick two dates and see every record added, changed or deleted, with the before and after values and the Xero user from the record's history where Xero provides it.
- 4
Restore when needed
Select the records to bring back, review what will be created, and confirm. Each restored record gets a note referencing the original, and the restore is logged.
Features
Daily snapshots
Invoices, bills, credit notes, contacts, items, manual journals, bank transactions, chart of accounts, tracking categories and attachments are copied nightly. On-demand snapshots before a big change take one click.
Change history
Compare any two snapshots. Changes are grouped by record type and by Xero user, so 'what did the client do over the weekend' is one filter.
Compare and restore
Recreate deleted invoices, bills, credit notes, contacts, items and manual journals from a snapshot through Xero's API. Edited records can be reverted field by field. See the FAQ for what Xero's API does not allow.
Report archive
A dated copy of the profit and loss, balance sheet and aged reports is kept with each snapshot, so you can show what the numbers were on a given day even if the ledger has since changed.
Multi-organisation dashboard
For practices: every connected client, last successful backup, failed connections, and a count of changes and deletions in the last seven days.
Deletion alerts
An email when an organisation shows an unusual number of deleted or voided records in a day (you set the threshold), so you hear about the clean-up before the client calls.
Export
Download any snapshot as CSV and JSON, with attachments, for your own archive or for handover when a client leaves.
A look inside
What you see day to day: the working view and the monthly summary.
Who it's for
Accounting and bookkeeping practices
Dozens of client organisations, each of which the client can edit. You get one view of backup status and changes, and a way to fix mistakes without re-keying.
Businesses with several people in Xero
Staff, a bookkeeper and an owner all have access. You get a record of who did what and a way back if something goes wrong.
Businesses switching bookkeepers or accountants
A full export of the books as they stood on handover day, independent of who holds the Xero subscription.
Anyone facing an audit or a dispute
Dated copies of records and reports as they were, not as they are now.
Works with
- Xero accounting API (OAuth 2.0)
- Xero history and notes per record
- Xero attachments (invoice and bill files)
- Xero reports (profit and loss, balance sheet, aged receivables and payables)
- CSV and JSON export
- Email alerts
Pricing
Billed monthly, cancel any time. Founding customer pricing is fixed for 24 months. All plans include daily snapshots, change history, restore and export. Snapshots are kept for seven years on every plan.
Single
$9 per month
One Xero organisation
- 1 organisation
- Daily and on-demand snapshots
- Change history and compare
- Restore deleted and changed records
- Report archive
- Email support
Firm
$49 per month
Practices with up to 5 client organisations
- Up to 5 organisations, then $8 each
- Multi-organisation dashboard
- Deletion alerts
- Staff logins with per-client access
- Everything in Single
Practice
$149 per month
Practices with many clients
- Up to 25 organisations, then $5 each
- Bulk connect from your practice login
- Monthly backup status report for partners
- Priority support
- Everything in Firm
Compared with the alternatives
- Xero's own history and notes
- Free and useful for one record at a time: open an invoice and see its history. There is no organisation-wide view of changes, no point-in-time copy and no undo for deletions.
- Manual CSV exports
- Free. Export invoices, contacts and the general ledger each month and file them. Honest work, but attachments and relationships are lost, nobody remembers to do it, and restoring means re-keying.
- Rewind and similar backup services
- Well established for Shopify, QuickBooks Online and Atlassian products at $16–150 a month per connection. As of their pricing page they do not cover Xero.
- Doing nothing
- Most Xero organisations have no backup. It works until the day it doesn't, and the cost that day is measured in hours of reconstruction.
Your first week
We onboard new accounts within 2 business days. For practices we connect your clients in a batch and walk through the dashboard with you.
- Day 1: Request service and tell us how many organisations you manage and whether you want restore enabled.
- Day 2–3: Your account is live. Connect organisations; the first full snapshot of each runs within the hour.
- Day 4–5: Review the first change report, set deletion-alert thresholds and invite staff.
- Day 7: A week of history is in place. Try a test restore on a draft invoice to see how it works.
Security and data
- Xero access uses OAuth 2.0; write permission is only requested when you enable restore for an organisation, and you can revoke access from Xero at any time.
- Snapshots are encrypted at rest and in transit and stored in a US or EU data-centre region of your choice, with a second encrypted copy in a separate location.
- Only users you invite can see an organisation; practice staff see only the clients assigned to them, and every restore is logged with the user, time and records affected.
- Snapshots are retained for seven years or until you delete them; cancelled accounts are deleted 30 days after cancellation.
- Full deletion on request at any time, confirmed by email.
Questions
Can you restore everything?
No, and no app can. Restores work through Xero's API, which lets us recreate invoices, bills, credit notes, contacts, items and manual journals, and update edited ones. A voided invoice cannot be un-voided; we create a new one that references the original. Payments applied to invoices, reconciled bank transactions, fixed assets and payroll are outside what the API allows, though they are included in the backup for reference.
Does Ledger Snapshot change my Xero data?
Only when you perform a restore, and only the records you confirm. Daily backups are read-only. Restore is disabled by default and turned on per organisation.
How often does it back up?
Once a night, plus on-demand snapshots whenever you want one, for example before a bulk import or a contact merge.
Does 'who changed this?' always have an answer?
Usually. Xero records a history entry with the user for most changes to invoices, bills and contacts, and we show it next to the diff. For record types where Xero does not keep a user history, we show what changed and when, but not who.
Does it cover payroll and bank feeds?
Bank transactions as they appear in Xero are backed up. Bank feed connections and Xero Payroll data are not available through the API and are not included.
Is this an audit or assurance service?
No. Ledger Snapshot is backup and record-keeping software. It does not review the accuracy of your books, and your record-keeping obligations remain yours; confirm retention periods with your accountant or regulator.
What happens if I cancel?
You can export every snapshot before you leave. Data is deleted 30 days after cancellation unless you ask us to delete it sooner.
Ready when you are
Tell us about your setup. We confirm by email and get you running within 2 business days.
Request service