Importing Data

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 ✓ ✓ ✓ ✓ — contact ✓ ✓ ✓ ✓ — 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 ✓ ✓ ✓ — ✓ 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 sandbox https //app sandbox invoiced com/imports production https //app sandbox invoiced com/imports 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 docid\ xgzqiq0b99tp1fltaa6xx 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 go to the customers section click the import link to the right of the page build your import spreadsheet, select all the contents, and paste it into the textbox download https //app invoiced com/files/customers import template xlsx a sample customers import template to get started click go to next step match each column to a field in invoiced you can also select skip in the dropdown list to skip a column in your spreadsheet 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 https //archbee doc uploads s3 amazonaws com/ymx9hb zgsjrjpq6wxmzj/ncxablmgwzfyf2nfudjt3 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 copy the data from your template and paste it into our customer importer here https //app invoiced com/imports/new/spreadsheet/customer https //app invoiced com/imports/new/spreadsheet/customer set the default operation to update click on go to next step click start import that's it we will notify you when the import finishes enroll customers in a late fee schedule select customers on the left side of the page select export > customers in the top right corner 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 in invoiced, go back to the customer page select import > customers > spreadsheet copy the data from your spreadsheet and paste it into the importer field set the default operation to update select go to next step make sure the column headers match the rows correctly if they don't match, your spreadsheet may have a formatting issue 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 go to the invoices page click the import button in the top right corner build your import spreadsheet, select all the contents, and paste it into the textbox download https //app invoiced com/files/invoices import template xlsx a sample invoices import template to get started click go to next step match each column to a field in invoiced you can also select skip in the dropdown list to skip a column in your spreadsheet 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 https //en wikipedia org/wiki/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 https //archbee doc uploads s3 amazonaws com/ymx9hb zgsjrjpq6wxmzj/xfky uwvtf ovbputit m assigninvoicechasing csv 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 copy the data from your template and paste it into our invoice importer here https //app invoiced com/imports/new/spreadsheet/invoice set the default operation to update click on go to next step click start import that's it we will notify you when the import finishes payments steps to import payments go to the payments section click the import link to the right of the page build your import spreadsheet, select all the contents, and paste it into the textbox download https //app invoiced com/files/payments import template xlsx a sample payments import template to get started click go to next step match each column to a field in invoiced you can also select skip in the dropdown list to skip a column in your spreadsheet 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 credit notes steps to import credit notes go to the invoices page select the down arrow next to the invoices header and select credit notes click the import button in the top right corner build your import spreadsheet, select all the contents, and paste it into the textbox download a sample credit note import template to get started click go to next step match each column to a field in invoiced you can also select skip in the dropdown list to skip a column in your spreadsheet 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 https //archbee doc uploads s3 amazonaws com/ymx9hb zgsjrjpq6wxmzj/i mb3qmumn0ivdqshmymc payments import template applycreditnote xlsx go to the payments page click the import button in the top right corner build your import spreadsheet according to the template above, select all the contents, and paste it into the textbox click go to next step match each column to a field in invoiced you can also select skip in the dropdown list to skip a column in your spreadsheet click start import that's it we will notify you when the import finishes items go to settings → items click import build your import spreadsheet, select all the contents, and paste it into the textbox download https //app invoiced com/files/items import template xlsx a sample items import template to get started click go to next step match each column to a field in invoiced you can also select skip in the dropdown list to skip a column in your spreadsheet 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 go to settings → plans click import build your import spreadsheet, select all the contents, and paste it into the textbox download https //app invoiced com/files/plans import template xlsx a sample plans import template to get started click go to next step match each column to a field in invoiced you can also select skip in the dropdown list to skip a column in your spreadsheet 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 go to settings → coupons click import build your import spreadsheet, select all the contents, and paste it into the textbox download https //app invoiced com/files/coupons import template xlsx a sample coupons import template to get started click go to next step match each column to a field in invoiced you can also select skip in the dropdown list to skip a column in your spreadsheet 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 go to settings → tax rates click import build your import spreadsheet, select all the contents, and paste it into the textbox download https //app invoiced com/files/tax rates import template xlsx a sample tax rates import template to get started click go to next step match each column to a field in invoiced you can also select skip in the dropdown list to skip a column in your spreadsheet 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