Importing transactions
Just joined Quaderno and want a complete view of your tax liabilities for the past 12 months?
We can help! Our team offers a paid import service to bring in your past transactions so you start with everything in one place. Contact our Support team to get a quote.
You can import invoices, credit notes, and expenses (transactions 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 regular Quaderno workflow, as many times as you'd like. Please note that during the trial period, imports are capped at 1000 transactions.
Quaderno uses CSV (Comma-Separated Value) files to perform this kind of bulk task. We strongly recommend downloading our example file and adding your transactions there, respecting the format explained below: transactions.csv
To import your transactions, follow these steps:
- Go to the invoices, credit notes, or expenses pages, and click
Import
under the…
menu. - Drag & drop or select your CSV file in the modal window.
- A pop-up will appear, allowing you to customize the mapping of columns while providing field clarifications.
- A final preview of what will be imported will appear. When you're done reviewing, click the
Submit
button!
CSV columns breakdown
Please consider the following:
- Imported transactions must use their own sequence number to avoid conflicts with current sequences already in use. Use the required
document_number
field to provide the numbering sequence for your transactions. - All imported transactions will be tagged as "
imported
". - For
refund
transactions, the fieldrelated_document
is required. It must match an existing invoice number in order to be imported. - When contact duplicates are found via the fields
contact_name
+email_address
, any field with contact data that now comes empty on the CSV will be removed from that contact. - The fields
document_number
,contact_name,
anddescription
are required.- Note that for expenses,
document_number
is optional and will be used as thepo_number
.
- Note that for expenses,
- For transactions with tax-included taxes, it's easier to use the
total_amount
field. For tax-excluded transactions, useunit_price
withquantity
. Specifying one or the other is required.
Column | Description |
---|---|
type | The transaction type. Either sale , refund or expense . For refunds, related_document is required, matching an existing invoice number. |
document_number | Use this field to provide the numbering sequence for your transactions. Please always use a different sequence for imported documents. |
document_date | Date of creation. Must be entered in the format dd/mm/yyyy. Defaults to the current date. |
related_document | For refund transactions, the field related_document is required. It must match an existing invoice number in order to be imported. |
contact_name | The contact’s name. If the combination of contact_name + email_address do not already exist in Quaderno, a new contact will be created. In other words, this field is used to find contact duplicates, along with email_address. When contact duplicates are found, any field with contact data that now comes empty on the CSV, will be removed from that contact. |
email_address | The contact’s email address. |
address_line_1 | The contact’s address (first line). |
address_line_2 | The contact’s address (second line). |
city | The contact’s city. |
postal_code | The contact’s postal code. |
region | The contact’s region, province, or state. |
country | The contact’s country, represented as 2-letter ISO code. Defaults to your account’s country. |
tax_id | The contact’s tax id (VAT number). Make sure you fill this for B2B sales! Quaderno will automatically apply reverse charge for invoices issued to contacts with a verified tax id. |
currency | Currency of the amounts (3-letter ISO code). Defaults to your accounting currency. |
description | Description of the product or service on the invoice. |
total_amount | To be used only on transactions with taxes included. Represents the total amount of the transaction with taxes included. Avoid specifying both total_amount and unit_price (used with quantity ). Use either one or another. E.g. 120.00 |
quantity | Number of items of the product sold. Defaults to 1. |
unit_price | Net price for each item. Mandatory when total_amount is not specified. E.g. 99.00 |
discount_rate | 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 | The name of the tax rate applied to the transaction. |
tax_1_rate | The tax rate to be applied to the transaction. Enter to 2 decimal places, without the % sign, e.g. 20.00 |
tax_2_name | The name of the additional tax rate applied to the transaction. |
tax_2_rate | The additional tax rate to be applied to the transaction. Enter to 2 decimal places, without the % sign, e.g. 20.00 |
tax_country | The tax country (2-letter ISO code) to be applied to the transaction. |
tax_class | Tax code to be applied to the transaction. Defaults to your default tax code in the preferences page. |
payment_date | Payment receipt date, only if the document has been paid. Must be in the format dd/mm/yyyy. |
payment_method | Specify how your document was paid: credit_card , paypal , cash , wire_transfer , direct_debit or other . Defaults to other . |