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 normal Quaderno process after initial set-up, as many times as you'd like.
Quaderno uses CSV (Comma-Separated Value) files to perform this kind of bulk task, we strongly recommend to download our example file and add your transactions there, respecting the format explained below in this article: 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 and providing field clarifications.
- A final preview of what's going to be imported will be shown. 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. - For
refundtransactions, the fieldrelated_documentis required. It must match an existing invoice number in order to be imported. - All imported transactions will be tagged as "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,description, andtotal_amountare required. All other fields are optional.- Note that for expenses,
document_numberis optional and will be used as thepo_number.
- Note that for expenses,
| 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 | Total amount of the transaction with taxes included. Avoid specifying both total_amount and unit_price, 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 if total_amount isn’t specified, but avoid specifying both fields.. 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. |