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Bulk Upload

  • Updated

Overview

The bulk invoice upload feature lets you create multiple invoices at once by uploading a CSV of your invoice data. Use this guide to successfully download, format, and upload your file.

1. Download the CSV Template

  1. Select Invoices on the left-hand menu.
  2. Select Bulk Upload tab at the top.
  3. Select the white Downlaod Template button on the top right of the activities table.

2. Use the CSV Template

The first row of the template is the header row. Use the list below to accurately fill in the necessary info on the following rows, depending on the number of invoices you are uploading.

  • invoice_to_email: Valid customer email.
  • invoice_business_to: Customer’s business name or contact name.
  • invoice_payment_term: If you use payment terms, do not include a due date in the same row. The following are valid values for terms.
    • net-15
    • net-30
    • net-45
    • net-60
    • net-90
    • due-on-issue
    • cash-on-delivery
  • invoice_due_date: If you use a specific date (instead of payment terms), it must be a future date.
    • Important: Only use either invoice_payment_term or invoice_due_date per row, never both.
  • invoice_number (optional): If left blank, one will be generated.
  • reference_number (optional): Use to add any additional information (order number, ID, etc).
  • reference_link (optional): Be sure to include the full URL.
  • notes (optional): Any reminders you would like for yourself or the recipient. These are displayed to the customer on the invoice.
  • pass_along_transaction_fee: Enter TRUE if you want the customer to pay the transaction fee, or FALSE if not.
  • invoice_shipping_fee: Must be a number (no symbols, percentages, etc.).
  • invoice_tax_amount: Must be a number (no symbols, percentages, etc.).
  • invoice_subtotal: The total amount of all included line items before shipping and tax.
  • invoice_total: The total amount of all included line items, shipping, and tax.

Each line item requires four lines of information listed below. There is a maximum of 20 line items per invoice. Should an invoice not use all 20 line items, you do not need to delete the extra header columns.

  • line_item_1_name: A short description.
  • line_item_1_quantity: Number of units.
  • line_item_1_unit_price: Price per unit.
  • line_item_1_unit_total: The total for that line. Calculated as price * quantity.

2. Repeat for All Invoices Included in the Upload

The headers do not need to be repeated, just the information for each invoice you would like to include. Refer to the screenshot below for an example:

Bulk Upload Example.png

3. Check for Accuracy

  • Make sure each email address is valid and properly formatted.
  • Verify that any due dates are in the future.
  • Confirm you’ve used a valid payment term if you’re not specifying a due date.

4. Save Your File

  • File Format: CSV

5. Upload Your File

  1. Log into your account and navigate to Invoices
  2. Select Actions → Bulk Upload
  3. Upload the file and confirm.
  4. If successful, the status will read “success” and no action is needed.

If the Upload Fails

  • If any part of the formatting is off on the CSV file, an error message will provide feedback on which rows and columns you will need to correct.
  • If the uplaod fails due to a reason such as a duplicate invoice number, it will be exported as a new failed file which can be found in the activites table along with how many rows failed. The reasons for failure can be found on the last column of the failure file.

Frequently Asked Questions

  1. How do I know which fields are optional versus required?
    • Look for the (optional) tag on the list of headers at the beginning of this article
  2. Can I edit or delete invoices after bulk uploading?
    • Yes, you can modify or delete invoices in your table if they are still in draft or unpaid status.

 

Still need help? Contact us at support@stellainvoice.zendesk.com