Overview

You can transfer invoices directly into your CRM by uploading a properly formatted CSV file. This guide covers:

  1. Required CSV headers and their purposes
  2. Optional columns you may include
  3. How to upload and map fields
  4. Troubleshooting and finishing the import

Required CSV Columns

The following columns (marked with *) are mandatory. Make sure they appear exactly as shown and have valid data in each row.

Header Description Sample Data Mandatory?
*InvoiceNo Unique identifier for the invoice 1001 Yes
*InvoiceName Title or reference name for the invoice Web Design Invoice Yes
*CustomerName Full name or company name of the customer Jane Doe / Acme Corp Yes
*CustomerEmail Email address of the customer jane@example.com Yes
*IssueDate Date the invoice was created; format can vary (e.g. MM/DD/YYYY) 03/01/2025 Yes
*DueDate Date the invoice payment is due 04/01/2025 Yes
*Currency Currency code (e.g. USD, CAD) USD Yes
*ItemName The name of the invoice line item Design Service Yes
*ItemRate The cost per unit for the line item 500 Yes

Optional CSV Columns

You can include these columns to capture additional invoice details. If you don’t have data for an optional field, leave it empty.

Header Description Sample Data Mandatory?
Terms Payment terms or notes Net 30 No
ItemDescription Extra details about the item/product 5 hours of design work No
ItemQuantity Quantity of each item 2 No
Taxable (Y/N) Indicates if the item is taxable (Y or N) Y No
TaxName Name of the tax associated with the item Sales Tax No
TaxRate Percentage rate of the tax 10 No
DiscountType Type of discount applied (Fixed or Percentage) Percentage No
DiscountValue The discount amount (either a fixed value or a % based on DiscountType) 10 No
Status Invoice payment status (Paid or Partially Paid) Paid No
AmountPaid Amount the customer has already paid 200 No

Example CSV Snippet

Below is a minimal CSV snippet with both required and optional columns. (A real CSV would have more rows.)

*InvoiceNo *InvoiceName *CustomerName *CustomerEmail *IssueDate *DueDate *Currency *ItemName *ItemRate Terms ItemDescription ItemQuantity Taxable TaxName TaxRate DiscountType DiscountValue Status AmountPaid
INV001 Web Design John Doe john@example.com 03/01/2025 03/31/2025 USD Homepage Design 300 Net 30 Design of homepage 1 Y Sales Tax 10 Paid 300
INV001 Web Design John Doe john@example.com 03/01/2025 03/31/2025 USD Contact Page Design 200 Net 30 Design of contact page 1 Y Sales Tax 10 Paid 200
INV002 SEO Services Acme Inc billing@acme.com 03/05/2025 04/05/2025 USD Keyword Research 150 Comprehensive keyword research 1 N 150
INV002 SEO Services Acme Inc billing@acme.com 03/05/2025 04/05/2025 USD On-page Optimization 250 Optimizing page elements 1 N 250
INV002 SEO Services Acme Inc billing@acme.com 03/05/2025 04/05/2025 USD Link Building 200 Building quality backlinks 1 N 200

Tip: If you open your CSV in a spreadsheet editor like Excel or Google Sheets, ensure your top row has these column headers in exactly the same spelling and order (the order can vary, but the header names must match perfectly for the required fields).

Uploading Your CSV into the CRM

  1. Click Import using CSV

    • Go to the Invoices section of your CRM.
    • Choose Import Invoices.

  2. Upload Your File

    • Click Upload CSV (or drag-and-drop your file) and follow any on-screen prompts.

Map Fields and Confirm Date Formats

  1. Map each CSV column to the corresponding CRM field if prompted. The system often auto‐detects these fields, but review them carefully.
  2. Confirm or adjust the date format (e.g., MM/DD/YYYY vs. DD/MM/YYYY).

Troubleshoot and Re‐Upload if Necessary

  • If any required field is missing, or if the CRM sees invalid data (like a non‐date in your *IssueDate field), you’ll see an error screen.
  • Correct the issues by editing your CSV or adjusting your field mappings.
  • Re‐upload the corrected file until the CRM shows no further errors.

Finalize Your Import

  • Click Import or Finish once the system reports no errors.
  • You’ll see a confirmation message and can then view your newly created invoices within the CRM.