How do I import invoices, expenses and credit notes?

You can import invoices, expenses and credit notes (**documents** from here on out) from other accounting systems into Quaderno using our CSV template. You can do this at set-up time or as a normal Quaderno process after initial set-up, as many times as you like.

Documents Template

Contacts must be imported into Quaderno in a CSV (Comma Separated Value) format, either from a .csv or a .txt file. We recommend using the CSV option.

You can download the documents template by clicking here.

Depending on the way your computer is set-up, the CSV template might open in either Excel, Open Office Calc, Numbers or even Google Sheets. It doesn't matter too much as any spreadsheet editing application will handle it just fine.

The template contains a number of columns into which you can write or paste your contacts info. We've tried to keep the format as standard as possible, so hopefully your existing documents database will export in a Quaderno-friendly fashion without too much editing.

Make sure to only enter one contact per row, under the existing headings.

Do not remove the header row or remove mandatory columns - you'll get an error!

Column Breakdown

Make sure to complete all manual fields. Optional ones are, well, optional. You can either complete them, leave them empty or remove them as you wish.

Column Mandatory (Y/N) Description
contact_type N Specify the contact type (company or person). Defaults to company
contact_name Y Contact's name. If they do not already exist in Quaderno a new Contact will be created
email_address N The contact's email address
address_line_1 N The contact's address (first line)
address_line_2 N The contact's address (second line)
city N The contact's city
postal_code N The contact's postal or ZIP code
region N The contact's region or state
country N The contact's country (2-letter ISO code). Defaults to your base country
tax_id N The contact's tax ID
document_number Y Unique identifying number. Mandatory for invoices and credit notes
document_date Y Date of creation. Must be entered in the format dd/mm/yyyy
reference N An additional reference number
description Y Description of the document
quantity Y Number of items in the document (e.g. items on an invoice)
unit_price Y The net price for the document
discount_rate N The discount percentage you want to apply to the document. Enter to 2 decimal places, without the % sign, e.g. 10.00
tax_1_name N The name of the tax rate applied to the document
tax_1_rate N The tax rate to be applied to the document. Enter to 2 decimal places, without the % sign, e.g. 20.00
tax_1_country N The tax country (2-letter ISO code) to be applied to the document, if it's different from the contact's country
tax_2_name N The name of the secondary tax rate applied to the document
tax_2_rate N The secondary tax rate to be applied to the document. Enter to 2 decimal places, without the % sign, e.g. 20.00
tax_2_country N The tax country (2-letter ISO code) to be applied to the document, if it's different from the contact's country
payment_date N The receipt number, only if the document has been paid. Must be in the format dd/mm/yyyy
payment_method N Specify how your document was paid (credit_card, paypal, cash, wire_transfer, direct_debit or other). Defaults to other
currency N Currency of the amounts (3-letter ISO code). Defaults to your base currency

Pro tips for a successful import

  • Leave the header row intact
  • Do not remove any mandatory columns
  • If copying from another system, make sure you use the same column headings, or change them to match
  • If you use a spreadsheet application such as Excel or Google Sheets to create your CSV file, ensure that the application is not auto-configuring some fields into dates in strange formats or they will not be read correctly
  • Special number formats are required for businesses based in Germany, France or Spain - use the comma as a decimal mark (e.g. 999.99 -> 999,99)
  • Date format must be dd/mm/yyyy. Double check this prior to import as your system may be set-up differently depending on localisation and other settings. You may need to reformat the date cells in your spreadsheet
  • Quaderno uses the contact_name field to determine whether or not a Contact (customer or vendor) already exists. If the name is not spelled correctly or doesn't already exist, Quaderno will create a new Contact.
  • If a contact already exists and you specify email or address details, Quaderno will override the existing info and replace it with the latest

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