Importing transactions

You can import invoices 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 normal Quaderno process after initial set-up, as many times as you'd like.

Quaderno uses CSV (Comma-Separated Value) files to perform this kind of bulk task, like in this example: example.csv

To import your transactions, follow these steps:

  1. Go to the invoices or expenses page, depending on what transactions you’re importing, and click Import .
  2. Drag & drop your CSV file in the modal window.

When contact duplicates are found via the fields contact_name + email_address , any filled field that now comes empty on the CSV, will be removed from the contact.

CSV columns breakdown

The fields contact_name , description and total_amount are required. All other fields are optional.

Column Description
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 filled field that now comes empty on the CSV, will be removed from the 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.
document_number Invoice or credit note number. Defaults to your current sequence in your account.
document_date Date of creation. Must be entered in the format dd/mm/yyyy. Defaults to the current date.
reference An additional reference number (e.g. payment processor transaction 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 Total amount of the transaction with taxes included. Avoid specifying both total_amount and unit_price, 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 if total_amount isn’t specified, but avoid specifying both fields.. 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 class 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_cardpaypalcashwire_transferdirect_debit or other. Defaults to other.
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