Importing transactions
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
Importunder 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
Submitbutton!
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_numberfield to provide the numbering sequence for your transactions. - All imported transactions will be tagged as "
imported". - For
refundtransactions, the fieldrelated_documentis 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,anddescriptionare required.- Note that for expenses,
document_numberis 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_amountfield. For tax-excluded transactions, useunit_pricewithquantity. 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. |