Import 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 like.

Documents Template

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 transaction info. We've tried to keep the format as standard as possible, so hopefully your existing transaction 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!

If your business is based in Spain, France, or Germany, please use a decimal comma as the decimal separator in place of the decimal point (e.g. 20,00).

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

If you indicate the total_amount and no corresponding tax rate, then Quaderno will calculate the applicable tax for you when you import the transactions.

Mandatory fields

Column Description
contact_name Contact's name. If they do not already exist in Quaderno a new contact will be created.  
description Description of the product or service on the invoice.
total_amount Total amount of the transaction with taxes included E.g. 120.00

Optional fields

Column Description
contact_type Specify the contact type (company or person). Defaults to company.
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 (2-letter ISO code). Defaults to your account country.
tax_id The contact's 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.
quantity Number of items in the document (e.g. items on an invoice). Defaults to 1.
unit_price Net price for each item. Mandatory if total_amount isn't 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 secondary tax rate applied to the transaction.
tax_2_rate The secondary 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 class (standard, eservice, ebook, or SaaS) to be applied to the transaction. Defaults to your default tax class set in Settings > Preferences.
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_cardpaypalcashwire_transferdirect_debit or other). Defaults to other

Pro tips for a successful import

  • The maximum file size is 300kb. If the file is larger than 300kb, you would just have to split this into multiple files to 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 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.

Import the file

When your file is ready to import, just follow the steps below:

1. In your Quaderno account, navigate to Invoices, Credit Notes, or Expenses (depending on what documents you're importing)

2. Go to ... > Import

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