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 have a quote.
You can import invoices, credit notes, and expenses (transactions from here on out) from other accounting systems into Quaderno using a CSV file.
We strongly recommend downloading our example file: 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:
- All imported transactions will be tagged as
imported. - The fields
document_number,contact_name,anddescriptionare required. - 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 . |
| document_number | Invoice or expense number. In the case of sales, assign a prefix to all numbers to avoid conflicts with existing invoices. |
| document_date | Date of creation. Must be entered in the format dd/mm/yyyy. Defaults to the current date. |
| related_document | Required for refunds. 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. 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 . |