Setting Up Invoiced

Importing Data

23min

It's easy to import customers, invoices, payments, and items into Invoiced. This guide shows you how to import data into Invoiced using our importer.

Supported Data Types and Operations

Object

Create

Update

Upsert

Delete

Void

Customer

✓

✓

✓

✓

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Contact

✓

✓

✓

✓

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Invoice

✓

✓

✓

✓

✓

Estimate

✓

✓

✓

✓

✓

Credit Note

✓

✓

✓

✓

✓

Payment

✓

✓

✓

—

✓

Subscription

✓

—

—

—

—

Item

✓

✓

✓

✓

—

Plan

✓

✓

✓

✓

—

Tax Rate

✓

✓

✓

✓

—

Coupon

✓

✓

✓

✓

—

Credit Balance Adjustment

✓

—

—

—

—

Pending Line Item

✓

—

—

—

—

Payment Source

✓

—

—

—

—

Vendor

✓

✓

✓

✓

—

Bill

✓

✓

✓

—

✓

Vendor Credit

✓

✓

✓

—

✓

Vendor Payment

✓

✓

✓

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✓

Usage

The import tool works by letting you build a spreadsheet where each line contains a record that you want to import. Once you have your spreadsheet ready to go, you simply copy the contents and paste them into the textbox on the new import page. In the next step, we will help you match each column to a field in Invoiced. Finally, just click the button to start the import and we will notify you when it's finished.

We recommend using the first line to specify which field on Invoiced the line matches up with. It's not required, however, it makes the import process quicker. You can get the field names from the sample import templates below for the type of record you are trying to import. Invoiced will automatically match the columns after the first step.

A few notes:

  • All dates must be entered using this format: Aug-06-2015
  • Any unused, optional fields can be removed or left blank
  • You can view a history of successful or failed imports on the Recent Imports page. If there's a failure in your import we will show you each line that failed with a reason or error message.
  • All importers support setting metadata on imported objects for any columns with a title following the pattern: metadata.key where key is the name of the metadata property. For example, you could add a sales-rep metadata value by adding a metadata.sales-rep column.

Identifying Existing Records

Each data type that supports updates, deletes, or voids has its own criteria for matching a row being imported to an existing record. These are criteria for matching existing records for each data type:

  • Customers - name OR account number
  • Contacts - customer identifier AND contact name
  • Invoices, Estimates, and Credit Notes - document number
  • Payments - customer identifier AND reference number
  • Items, Plans, Tax Rates, Coupons - identifier property

Web App vs ERP Connect

Data can be imported from a spreadsheet into the web app or through ERP Connect. ERP Connect is a desktop application that allows you to securely transmit data between your ERP platform (and other software) and Invoiced. Any import capability in the web app is identically available in ERP Connect.

Customers

Steps to import Customers:

  1. Go to the Customers section
  2. Click the Import link to the right of the page
  3. Build your import spreadsheet, select all the contents, and paste it into the textbox. Download a sample customers import template to get started.
  4. Click Go to Next Step
  5. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet.
  6. Click Start Import. That's it. We will notify you when the import finishes.

Tips

  • The only required field is the customer's name.
  • Customers are identified by their account number first, and if that's not given then customers are identified by their name. If a customer with the same account number (or name if account # was not given) has already been created in Invoiced then a new customer will not be created.
  • You can supply an account #, or if left empty, we will generate one for you.
  • The Type field can only be one of person, company, or blank.

Enroll Customers in a Chasing Cadence

CustomerUpdateChasing.csv


You can use this template and our spreadsheet importer to enroll your customers in a new chasing cadence.

  • In the template, the "chasing_cadence" field should include the new chasing cadence name.
  • The "next_chase_step" field should include the name of the first chasing step in your cadence. When chasing runs, it will skip steps to execute the action according to the customer's current aging.
  • Enter "1" in the Chase column to enable chasing for the customer.
  1. Copy the data from your template and paste it into our customer importer here: https://app.invoiced.com/imports/new/spreadsheet/customer
  2. Set the default operation to Update.
  3. Click on Go to Next Step.
  4. Click Start Import. That's it. We will notify you when the import finishes.

Enroll Customers in a Late Fee Schedule

  1. Select Customers on the left side of the page. Select Export > Customers in the top right corner.
  2. Delete all fields in your spreadsheet except the customer name or number. Add a column titled Late Fee Schedule. The rows in this column should have the name of your late fee schedule.
  3. In Invoiced, go back to the customer page. Select Import > Customers > Spreadsheet.
  4. Copy the data from your spreadsheet and paste it into the importer field.
  5. Set the Default Operation to Update.
  6. Select Go to Next Step
  7. Make sure the column headers match the rows correctly. If they don't match, your spreadsheet may have a formatting issue.
  8. Select Start.

Contacts

1. Go to the Customers page. 2. Click the Import button in the top right corner. 3. Select the Contacts option. 4. Build your import spreadsheet, select and copy the text, and paste it into the textbox. Download a sample Contacts import template to get started. 5. Select Go to Next Step. 6. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet. 7. Select Start Import.

Invoices

Steps to import Invoices:

  1. Go to the Invoices page
  2. Click the Import button in the top right corner
  3. Build your import spreadsheet, select all the contents, and paste it into the textbox. Download a sample invoices import template to get started.
  4. Click Go to Next Step
  5. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet.
  6. Click Start Import. That's it. We will notify you when the import finishes.

Tips

  • The only required field is one of Customer Name, Customer ID, or Account #.
  • Each line represents an invoice AND a corresponding line item. If an invoice has multiple line items then you would have multiple lines for the same invoice. Only the first line needs to include the invoice's information. Subsequent lines must have the same invoice #, however only need to have the line item fields filled in (Item, Description, Quantity, Unit Cost, Tax, and Discounts).
  • Performing an update operation with any line item field specified replaces all line items on the invoice with the new data in the spreadsheet. If updating only a single line item field then you must include the values for all other line item fields on that invoice.
  • You can supply an invoice # or leave it blank. If left blank we will generate one for you.
  • Customers are identified by their account number first, and if that's not given then customers are identified by their name. If a customer with the same account number (or name if account # was not given) has already been created in Invoiced then the existing customer will be used. Otherwise, we will create a new customer.
  • The Currency field should use an ISO-4217 currency code. Otherwise, we will use your default currency.
  • The Type field can be one of product, service, expense, hours, days, month, year, shipping, or blank

Assign a chasing cadence to invoices

You can use this template and our spreadsheet importer to assign a chasing cadence to your existing invoices. Only the invoice number and the name of your invoice chasing cadence are required in your spreadsheet.

  1. Copy the data from your template and paste it into our invoice importer here: https://app.invoiced.com/imports/new/spreadsheet/invoice
  2. Set the default operation to Update.
  3. Click on Go to Next Step.
  4. Click Start Import. That's it. We will notify you when the import finishes.

Payments

Steps to import Payments:

  1. Go to the Payments section
  2. Click the Import link to the right of the page
  3. Build your import spreadsheet, select all the contents, and paste it into the textbox. Download a sample payments import template to get started.
  4. Click Go to Next Step
  5. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet.
  6. Click Start Import. That's it. We will notify you when the import finishes.

Tips

  • The required fields are Amount and one of Invoice #, Invoice ID, Customer Name, Customer ID, or Account #.
  • The payment method can be one of credit_card, ach, paypal, check, wire_transfer, cash, other
  • When the payment method is check you can pass in a check # with the Transaction ID field
  • The Gateway field should only be used when tracking electionic payments

Credit Notes

Steps to import Credit Notes:

  1. Go to the Invoices page
  2. Select the down arrow next to the Invoices header and select Credit Notes.
  3. Click the Import button in the top right corner.
  4. Build your import spreadsheet, select all the contents, and paste it into the textbox. Download a sample credit note import template to get started.
  5. Click Go to Next Step
  6. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet.
  7. Click Start Import. That's it. We will notify you when the import finishes.

This will create open, unapplied credit notes in your Invoiced account. If you want to apply the credit notes to invoices, you need to run an additional payments import after the credit notes have been created. Use this template to get started.

  1. Go to the Payments page
  2. Click the Import button in the top right corner.
  3. Build your import spreadsheet according to the template above, select all the contents, and paste it into the textbox.
  4. Click Go to Next Step
  5. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet.
  6. Click Start Import. That's it. We will notify you when the import finishes.

Items

  1. Go to Settings → Items
  2. Click Import
  3. Build your import spreadsheet, select all the contents, and paste it into the textbox. Download a sample items import template to get started.
  4. Click Go to Next Step
  5. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet.
  6. Click Start Import. That's it. We will notify you when the import finishes.

Tips

  • The required fields are ID and Name
  • The ID field must be at least 2 characters long and can only be alphanumeric, dashes, or underscores
  • The Type field can be one of product, service, expense, hours, days, month, year, shipping, or blank

Plans

  1. Go to Settings → Plans
  2. Click Import
  3. Build your import spreadsheet, select all the contents, and paste it into the textbox. Download a sample plans import template to get started.
  4. Click Go to Next Step
  5. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet.
  6. Click Start Import. That's it. We will notify you when the import finishes.

Tips

  • The required fields are ID, Name, Interval, Interval Count, and Amount
  • The ID field must be at least 2 characters long and can only be alphanumeric, dashes, or underscores
  • The Interval field can be one of day, week, month, year
  • The Interval Count field must be 1 or greater, i.e. interval count of 3 with an interval of month is billed qaurterly.

Coupons

  1. Go to Settings → Coupons
  2. Click Import
  3. Build your import spreadsheet, select all the contents, and paste it into the textbox. Download a sample coupons import template to get started.
  4. Click Go to Next Step
  5. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet.
  6. Click Start Import. That's it. We will notify you when the import finishes.

Tips

  • The required fields are ID, Name, and Value
  • The ID field must be at least 2 characters long and can only be alphanumeric, dashes, or underscores

Tax Rates

  1. Go to Settings → Tax Rates
  2. Click Import
  3. Build your import spreadsheet, select all the contents, and paste it into the textbox. Download a sample tax rates import template to get started.
  4. Click Go to Next Step
  5. Match each column to a field in Invoiced. You can also select Skip in the dropdown list to skip a column in your spreadsheet.
  6. Click Start Import. That's it. We will notify you when the import finishes.

Tips

  • The required fields are ID, Name, and Value
  • The ID field must be at least 2 characters long and can only be alphanumeric, dashes, or underscores

Upload Invoice PDFs via Email

You can upload a new invoice PDF and replace the primary invoice PDF in Invoiced via email. This new invoice PDF will be downloadable in the dashboard and in the customer portal. This can be done for multiple invoices in a single email, subject to file attachment size limits in the email client. 10MB is a common limit. To do this, the invoice attachment should be titled with the format [invoice number].pdf Then email the PDF to the following address: Sandbox: invimport+[username]@sandbox.invoicedmail.com Production: invimport+[username]@invoicedmail.com Replace the [username] tag with the Account Username found in Settings > Business Profile

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