How do I import invoices, expenses and credit notes?

You can import invoices, expenses and credit notes (**documents** 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 like.

Documents Template

Contacts must be imported into Quaderno in a CSV (Comma Separated Value) format, either from a .csv or a .txt file. We recommend using the CSV option.

You can download the documents template by clicking here.

Depending on the way your computer is set-up, the CSV template might open in either Excel, Open Office Calc, Numbers or even Google Sheets. It doesn't matter too much as any spreadsheet editing application will handle it just fine.

The template contains a number of columns into which you can write or paste your contacts info. We've tried to keep the format as standard as possible, so hopefully your existing documents database will export in a Quaderno-friendly fashion without too much editing.

Make sure to only enter one contact per row, under the existing headings.

Do not remove the header row or remove mandatory columns - you'll get an error!

Column Breakdown

Make sure to complete all manual fields. Optional ones are, well, optional. You can either complete them, leave them empty or remove them as you wish.

ColumnMandatory (Y/N)Description
contact_typeNSpecify the contact type (company or person). Defaults to company
contact_nameYContact's name. If they do not already exist in Quaderno a new Contact will be created
email_addressNThe contact's email address
address_line_1NThe contact's address (first line)
address_line_2NThe contact's address (second line)
cityNThe contact's city
postal_codeNThe contact's postal or ZIP code
regionNThe contact's region or state
countryNThe contact's country (2-letter ISO code). Defaults to your base country
tax_idNThe contact's tax ID
document_numberYUnique identifying number. Mandatory for invoices and credit notes
document_dateYDate of creation. Must be entered in the format dd/mm/yyyy
referenceNAn additional reference number
descriptionYDescription of the document
quantityYNumber of items in the document (e.g. items on an invoice)
unit_priceYThe net price for the document
discount_rateNThe discount percentage you want to apply to the document. Enter to 2 decimal places, without the % sign, e.g. 10.00
tax_1_nameNThe name of the tax rate applied to the document
tax_1_rateNThe tax rate to be applied to the document. Enter to 2 decimal places, without the % sign, e.g. 20.00
tax_1_countryNThe tax country (2-letter ISO code) to be applied to the document, if it's different from the contact's country
tax_2_nameNThe name of the secondary tax rate applied to the document
tax_2_rateNThe secondary tax rate to be applied to the document. Enter to 2 decimal places, without the % sign, e.g. 20.00
tax_2_countryNThe tax country (2-letter ISO code) to be applied to the document, if it's different from the contact's country
payment_dateNThe receipt number, only if the document has been paid. Must be in the format dd/mm/yyyy
payment_methodNSpecify how your document was paid (credit_card, paypal, cash, wire_transfer, direct_debit or other). Defaults to other
currencyNCurrency of the amounts (3-letter ISO code). Defaults to your base currency

Pro tips for a successful import

  • Leave the header row intact
  • Do not remove any mandatory columns
  • If copying from another system, make sure you use the same column headings, or change them to match
  • If you use a spreadsheet application such as Excel or Google Sheets to create your CSV file, ensure that the application is not auto-configuring some fields into dates in strange formats or they will not be read correctly
  • Special number formats are required for businesses based in Germany, France or Spain - use the comma as a decimal mark (e.g. 999.99 -> 999,99)
  • Date format must be dd/mm/yyyy. Double check this prior to import as your system may be set-up differently depending on localisation and other settings. You may need to reformat the date cells in your spreadsheet
  • Quaderno uses the contact_name field to determine whether or not a Contact (customer or vendor) already exists. If the name is not spelled correctly or doesn't already exist, Quaderno will create a new Contact.
  • If a contact already exists and you specify email or address details, Quaderno will override the existing info and replace it with the latest

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