Import Invoice Records via CSV File

You can bulk create invoice records in your CRM by uploading a formatted CSV file. This is useful for migrating billing history from another system or for adding a large number of past invoices without manual entry.

Before You Begin

To ensure a smooth import, complete these preparations:

• Ensure all tax rates you plan to use are already set up in your CRM. You can manage these by navigating to Settings and then Taxes.
• Review the required CSV format. The import tool provides a sample file you can download for reference.

Importing Your CSV File

Follow these steps to import your invoices.

1. Go to Payments and select Invoices & Estimates.
2. Click the + New button in the top-right corner of the page.
3. From the dropdown menu, choose Import Invoices using CSV.
4. Upload your prepared CSV file.
5. Map your CSV columns to the correct invoice fields. Use the dropdown menus to assign each column from your file to a field like Issue Date or Due Date.
6. If your CSV contains tax columns, you will be prompted to map each one to a corresponding tax rate you created earlier in Settings.
7. Click Start Import to begin processing your file.

After the Import

Once processing is complete, an automated summary email will be sent to the account's registered email address. This email will include:

• The total number of invoices successfully created.
• A list of any rows that failed to import, along with the reason for each failure.
• An attached CSV file detailing the status of every row in your import.

Important Notes on Imported Invoices

Invoices created via CSV import behave differently in some ways than those created manually within the CRM.

• Automated Reminders: Imported invoices will not trigger automated payment reminder emails or SMS messages. Reminder workflows only apply to new invoices created directly in the system.
• Late Fees & Tips: Imported invoices will use your account's default settings for late fees and tips. To disable these for specific imported invoices, you must edit each invoice individually after the import is complete.
• Client Notifications: The import process does not send any notifications to clients. Imported invoices are treated as historical records.

Frequently Asked Questions

Q: Can I import invoices with multiple different taxes?
A: Yes. You can import invoices with multiple tax types as long as each tax name in your CSV file matches a tax rate already configured in your Settings → Taxes area.

Q: Can I update existing invoices using the CSV import?
A: No. The CSV import tool is designed only to create new invoice records. It cannot be used to edit or overwrite invoices that already exist in your CRM.

Q: What happens if some rows in my CSV file fail?
A> The import will process all valid rows. Any rows that fail due to formatting errors, missing required data, or unmapped tax rates will be detailed in the summary email you receive, allowing you to correct them and try again.

Q: Is there a file size or row limit for imports?
A> While there is no fixed limit, for best performance and easier error handling, we recommend importing files in batches of 500 records or fewer.