¶ Import Old Invoices using CSV
Welcome to this helpful guide on how to import your old invoices using a CSV file. If you’ve been using another billing system or maintaining invoices in a spreadsheet, this feature allows you to seamlessly migrate your historical invoice data into your new system. In just a few simple steps, you’ll be able to import invoices in bulk and reduce the time spent manually entering data.
¶ Key Features & Benefits
You can upload invoices from external platforms or spreadsheets directly into your system through a CSV file. The key features include:
- Seamless CSV Import: Import your invoices from external systems with just a few clicks.
- Date Field & Tax Mapping: Automatically match columns in your CSV file to the invoice fields in your system.
- Automated Email Summary: Receive a detailed email summary after the import process, letting you know which invoices were imported successfully or failed.
¶ Why Use This Feature?
This feature was designed to streamline the migration process for businesses with existing invoice data. Instead of manually recreating each invoice, you can upload them all at once and significantly reduce errors or typos. This means more time for you to focus on growing your business, and a consolidated view of all your invoices in one system.
¶ How to Use the CSV Import Feature
Follow the steps below to import your old invoices:
¶ Step 1: Navigate to the Invoices Section
- Go to the Payments tab in your system.
- Select Invoices & Estimates.
- From the drop-down, select All Invoices
- Click the + New button (located in the top right corner).
- From the dropdown menu, select Import Invoices using CSV.
¶ Step 2: Download and Prepare the CSV File
- Download the sample CSV template to ensure that your file is correctly formatted.
- Prepare your CSV file with the invoice details, making sure to align it with the required fields (e.g., invoice number, issue date, due date, etc.).
¶ Step 3: Map Your Data Fields
- Upload the CSV file to the system.
- Map the date fields (such as issue date, due date) to the corresponding fields in the system.
- Ensure that the tax rates in your CSV file are mapped to the correct taxes in the system. You can set this up under Settings > Taxes in your system.
¶ Step 4: Import the Data
- After mapping your data, click the Start Import button.
- The system will process your CSV file and display a green confirmation banner once the import is complete.
¶ Step 5: Review the Import Summary
- After the import process is finished, you will receive an email summary with an attached CSV file. This will show which invoices were successfully imported and which ones failed (along with the reasons).
¶ Important Notes
- No Automated Reminders for Imported Invoices: Imported invoices will not trigger automated reminder emails or texts. You will still need to set reminders for any new invoices created in the system, but old ones brought in via CSV won’t be included.
- Late Fees and Tips: Late fees and tips will begin to apply to the imported invoices based on the global settings you have configured. However, if you wish to disable them for specific invoices, you’ll need to adjust the settings or edit them individually.
¶ Handling Multiple Invoices
If you need to import invoices from multiple sources, you can import them in bulk through the same process, allowing you to consolidate all past data into one place and stay organized.
¶ Data Validation
Before completing the import, ensure your CSV data is free of errors. The system will notify you of any discrepancies or missing fields in the import file, so you can correct them before proceeding.
¶ FAQs
Question: Can I import invoices from any other tool or just from spreadsheets?****
Answer: You can import invoices from any external platform or spreadsheet that can export data as a CSV file.
Question: What happens if the taxes in my CSV don’t match the ones in the system?****
Answer: You will need to map the tax columns in your CSV to the tax rates already configured in the system. This ensures the correct tax information is applied.
Question: Will the system automatically send reminders for invoices I import?****
Answer: No, the system does not automatically send reminders for invoices imported via CSV. You’ll need to manually set reminders for those invoices.
Question: How do I know if any invoices failed during the import process?****
Answer: After the import is complete, you will receive an email summary that includes a CSV attachment detailing which invoices were successfully imported and which failed, along with the reasons for failure.
Question: Can I edit invoices after they’ve been imported?****
Answer: Yes, once the invoices are imported, you can edit any details, such as the due date, tax rates, or amounts, as needed.
Question: Will late fees and tips retroactively apply to imported invoices?****
Answer: Yes. Imported invoices will follow the global late fee and tip settings, but you can adjust or disable these settings for specific invoices manually.
Question: How can I ensure my CSV file is formatted correctly before uploading?**
Answer:** It is highly recommended to download the sample CSV template provided in the upload step. This ensures your columns align with the required fields like invoice number, issue date, and due date.
Question: What date format should I use in my CSV file?
Answer: To avoid mapping errors, it is best to use a standard format like YYYY-MM-DD or MM/DD/YYYY. During Step 3 (Mapping), the system will ask you to confirm which format your file is using to ensure the dates are processed correctly.