Import invoices

Overview

Invoice imports create multiple invoices from a comma-separated values (.csv) file instead of entering each invoice manually.

Use an invoice import when:

• Moving invoice data from another system.
• Uploading historical invoices for record keeping.
• Creating invoices in bulk from an external tool.

Each spreadsheet row represents one invoice, including its line-item information. During the import, Fieldified can connect invoices to existing clients and properties or create new records from the spreadsheet.

Prepare your CSV spreadsheet

Start with the invoice import sample file so the headers and accepted values match the importer.

Each spreadsheet can contain up to 500 invoice rows. Split larger migrations into multiple files.

1. Open the sample file in Excel, Google Sheets, or another spreadsheet editor.
2. Remove the example rows.
3. Enter one invoice per row.
4. Use only the accepted values for fields with fixed options.
5. Keep the original column headers unchanged.
6. Avoid unnecessary special characters.
7. Save or export the spreadsheet as a .csv file.

Before uploading, check date formats, invoice statuses, identifiers, tax values, and required client details.

Import your invoice CSV file

1. Open Invoices.
2. Select More actions.
3. Select Invoice imports.
4. Review the import terms and conditions.
5. Select Begin import.
6. Upload the CSV file.
7. Review the import preview and validation messages.
8. Correct the file and upload it again when rows contain errors.
9. Confirm the import.

The import continues in the background, so you can leave the page and return to import history to review its progress.

Cancel an import

To stop an active import, select Cancel import, then confirm.

Canceling deletes the import and reverts data already created by that import. Correct the CSV before starting a replacement import.

How invoice information is imported to Fieldified

Fieldified uses the identifiers and matching fields in each row to connect invoices to existing clients and properties. When a match is not found, the importer creates the required record from the CSV data.

Clients

Every imported invoice must be connected to a client.

The client matching priority is:

1. Fieldified client ID.
2. Email address.
3. First and last name, or company name.

When the client ID matches:

• The invoice is connected to the existing client.
• Other client fields in the row are ignored.
• The existing client record is left unchanged.

Client matching is not case-sensitive, but spelling and values must otherwise match. Variations such as Mike and Michael are treated as different values.

When no client matches, Fieldified creates a client from the row.

Properties

An imported invoice can also be connected to a service property.

The strongest property match is the Fieldified property ID. A property can also be matched using its complete address, but every address component must match.

When no property matches, Fieldified creates a property from the CSV row.

Supported column headings to import invoices

Column headers must match the invoice import template exactly.

Client fields

• Fieldified Client ID.
• Client Title.
• Client First Name.
• Client Last Name.
• Client Company Name.
• Client Email.

Client phone fields

• Client Main Phone.
• Client Home Phone.
• Client Work Phone.
• Client Mobile Phone.
• Client Fax Phone.
• Client Other Phone.
• Client SMS Enabled Phone Number.

Property fields

• Fieldified Property ID.

Property address fields

• Property Street 1.
• Property Street 2.
• Property City.
• Property State/Province.
• Property Zip/Postal Code.
• Property Country.

Billing address fields

• Billing Street 1.
• Billing Street 2.
• Billing City.
• Billing State/Province.
• Billing Zip/Postal Code.
• Billing Country.

Client communication setting fields

Use True or False for communication-setting columns.

• Client Receives Auto Visit Reminders?
• Client Receives Auto Job Follow-ups?
• Client Receives Auto Quote Follow-ups?
• Client Receives Auto Invoice Follow-ups?
• Client Receives Auto Review Requests?

Invoice fields

• Invoice Number.
• Invoice Subject.
• Invoice Status: Draft, Sent, or Paid.
• Invoice Issued Date.
• Invoice Due Date.

Discount fields

• Invoice Discount Type: Unit or Percentage.
• Invoice Discount Amount.

Tax fields

• Invoice Existing Tax Rate Name.
• Invoice New Tax Rate Name.
• Invoice New Tax Rate Percentage.
• Tax Method: Inclusive or Exclusive.

Review the completed import

After processing finishes:

1. Review the import summary and any rejected rows.
2. Filter the invoice list by creation date.
3. Open a sample from each imported status.
4. Confirm the client, property, dates, line items, discount, tax, total, and outstanding balance.
5. Check for clients or properties created because of source-data variations.

See Invoices list page and key metrics to review the imported records.