Importing transactions
You can import invoices, expenses and credit notes (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:
- Go to the invoices or expenses page, depending on what transactions you’re importing, and click
Import. - 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_card, paypal, cash, wire_transfer, direct_debit or other. Defaults to other. |