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.
To get started, you'll need to download this file in CSV format.
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 documents 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 document per row, under the existing headings.
Do not remove the header row or remove mandatory columns - you'll get an error!
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.
|contact_type||N||Specify the customer/vendor type ( company or person). Defaults to company|
|contact_name||Y||Customer/vendor's name. If they do not already exist in Quaderno a new contact will be created.|
|email_address||N|| The customer/vendor's email address
|address_line_1||N||The customer/vendor's address (first line)|
|address_line_2||N||The customer/vendor's address (second line)|
|city||N||The customer/vendor's city|
|postal_code||N||The customer/vendor's postal or ZIP code|
|region||N||The customer/vendor's region or state|
|country||N|| The customer/vendor's country (2-letter ISO code). Defaults to your base country
|tax_id||N||The customer/vendor's tax ID|
|document_number||Y||Unique identifying number. Mandatory for invoices and credit notes|
|document_date||Y||Date of creation. Must be entered in the format dd/mm/yyyy|
|reference||N||An additional reference number|
|description||Y||Description of the document|
|quantity||Y|| Number of items in the document (e.g. items on an invoice)
|unit_price||Y||The net price for the document|
|discount_rate||N||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||N||The name of the tax rate applied to the document|
|tax_1_rate||N||The tax rate to be applied to the document. Enter to 2 decimal places, without the % sign, e.g. 20.00|
|tax_1_country||N|| The tax country (2-letter ISO code) to be applied to the document, if it's different from the contact's country
|tax_2_name||N||The name of the secondary tax rate applied to the document|
|tax_2_rate||N||The secondary tax rate to be applied to the document. Enter to 2 decimal places, without the % sign, e.g. 20.00|
|tax_2_country||N||The tax country (2-letter ISO code) to be applied to the document, if it's different from the contact's country|
|payment_date||N||The receipt number, only if the document has been paid. Must be in the format dd/mm/yyyy|
|payment_method||N||Specify how your document was paid ( credit_card, paypal, cash, wire_transfer, direct_debit or other). Defaults to other|
|currency||N||Currency 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_namefield to determine whether or not a customer or a 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.