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:

  1. Go to the invoices, credit notes, or expenses pages, and click Import under the … menu.
  2. Drag & drop or select your CSV file in the modal window.
  3. A pop-up will appear, allowing you to customize the mapping of columns while providing field clarifications.
  4. 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 field related_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, and description are required.
    • Note that for expenses, document_number is optional and will be used as the po_number .
  • For transactions with tax-included taxes, it's easier to use the total_amount field. For tax-excluded transactions, use unit_price with quantity . 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 .
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