Import invoices
The following is a list and explanation of each of the fields you can include when importing Invoices. Currently you can not import recurring invoices.
Important Note: If you sync with an accounting system, we highly suggest not manually importing Invoices via CSV into Bill.com, unless they don't exist in your accounting system at all, to avoid duplicates and sync errors
| Field Name | Required? | Maximum length | Description | Accepted Values | Additional Information |
|---|---|---|---|---|---|
| Active? | No | N/A | Displays the status of this Invoice (doesn't indicate payment status; invoices can only be imported in as unpaid invoices) | "- Active- Inactive" | "Requires an exact match with one of the accepted values- All records are set to Active when created; they cannot be created and set to inactive in the same import" |
| Customer Name* | Yes | 100 characters | The name of the customer for this Invoice | N/A | "- Key field- Requires an exact match with the desired customer's name The desired customer must be active in BILL" |
| Customer ID | No | N/A | Field no longer used - leave blank | N/A | N/A |
| Invoice #* | Yes | 100 characters | The invoice number for this Invoice | N/A | "- Key field- Requires an exact match with the desired Invoice's invoice number (for updating)" |
| Invoice Date* | Yes | N/A | The date that this Invoice is issued to your customer | N/A | "- Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY- Single digits don't require a leading zero" |
| Due Date* | Yes | N/A | The date that payment is due on this Invoice | N/A | "- Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY- Single digits don't require a leading zero" |
| GL Posting Date | No | N/A | The date that this Invoice is posted to your general ledger in your accounting system, if it supports GL Posting Dates | N/A | "- Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY- Single digits don't require a leading zero" |
| Exchange Rate | No | NA | Field not yet used - leave blank | N/A | N/A |
| Customer Message | No | 4000 characters | The customizable message for your customer that appears on this Invoice | N/A | N/A |
| P.O. Number | No | 40 characters | Identifies the Purchase Order associated to this invoice | N/A | N/A |
| To Print/Mail | No | N/A | "- Denotes if this Invoice appears in the print/mail queue- Doesn't automatically print or mail this Invoice" | "- Yes- No" | Requires an exact match with the accepted values |
| To Email | No | N/A | "- Denotes if this Invoice appears in the email queue- Doesn't automatically email this Invoice" | "- Yes- No" | Requires an exact match with the accepted values |
| Last Sent | No | N/A | The date that this Invoice was last sent to your customer | N/A | "- Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY- Single digits don't require a leading zero" |
| Item Sales Tax Name | No | 100 characters | "- The name of the sales tax item that's applied to all taxable line items on this Invoice- If adding multiple line items, this field must be filled in for all line items" | N/A | The total sales tax on this Invoice is the sum of each taxable line item multiplied by the percentage value of the chosen sales tax item |
| Sales Tax Item ID | No | 100 characters | "- The ID of the sales tax item that's applied to all taxable line items on this Invoice- If adding multiple line items, this field must be filled in for all line items" | N/A | The total sales tax on this Invoice is the sum of each taxable line item multiplied by the percentage value of the chosen sales tax item |
| Terms | No | 100 characters | The payment terms for this Invoice | N/A | N/A |
| Sales Rep | No | 16 characters | The name of the sales representative associated with this Invoice | N/A | N/A |
| FOB | No | 16 characters | Shipping information for this Invoice | N/A | N/A |
| Ship Date | No | N/A | The date that the product(s) for this Invoice were shipped to this customer | N/A | "- Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY- Single digits don't require a leading zero" |
| Ship Method | No | 16 characters | The method by which the product(s) for this Invoice were shipped to this customer | N/A | N/A |
| Automatically Pay Bills | No | N/A | If auto charge is enabled for customer, option to choose if an invoice should be auto-paid or not on a per-invoice basis | "- Yes- No" | Requires an exact match with the accepted values |
| Line Item Item Name | No | 100 characters | The name of the item being billed on this line item | N/A | "- Requires an exact match with the desired item name- The desired item must be active in BILL" |
| Line Item Item ID | No | 100 characters | The ID of the item being billed on this line item | N/A | "- Requires an exact match with the desired item ID- The desired item must be active in BILL" |
| Line Item Quantity* | Yes | N/A | The quantity of the item being billed on this line item | N/A | "- This must be a number- Supports up to 5 decimal places- For percentage line items, use the value 1" |
| Line Item Amount* | Yes | 8 characters including negative sign or dollar sign if used | The total amount being billed to the customer for this line item; must be the same as the total of the Line Item Quantity multiplied by the Line Item Price for every line | N/A | "- Must be in the range of -9999999 to 9999999- Doesn't support fractions of cents- Can't be left blank, enter $0.00 or more- Accepts values with or without a $; negative values must omit the $- If using the line item price field, it'll override this field" |
| Line Item Price* | Yes | N/A | The per-unit cost of the item billed on this line item | N/A | "- Must be in the range of -9999999 to 9999999- Doesn't support fractions of cents- If this is left blank, it'll appear as blank; this is treated as $0.00- Accepts values with or without a $- Any value imported using this field is converted to static currency (no percentages)- If using this field, it'll override the line item amount field" |
| Line Item Service Date | No | N/A | The date that this line item's service was rendered | N/A | "- Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY- Single digits don't require a leading zero" |
| Line Item Rate Percent | No | N/A | The percentage of the price of preceding line items used to adjust this Invoice's total | N/A | "- Accepts values with or without a %- Supports up to five decimal places- If using the line item price field, it'll override this field" |
| Line Item Account Name | No | 250 characters | The name of the account that this line item is coded to | N/A | "- Requires an exact match with the desired Account's name- Both account name and account number (if used) must be provided" |
| Line Item Account Number | No | 40 characters | The account number of the account that this line item is coded to | N/A | "- Requires an exact match with the desired Account's account number- Both account number (if used) and account name must be provided" |
| Line Item Department Name | No | 100 characters | The name of the department that this line item is coded to | N/A | "- Requires an exact match with the desired department name- The desired department must be active in BILL" |
| Line Item Department Short Name | No | 100 characters | The short name of the department that this line item is coded to | N/A | "- Requires an exact match with the desired department short name- The desired department must be active in BILL" |
| Line Item Location ID | No | 100 characters | The ID of the location that this line item is coded to | N/A | "- Requires an exact match with the desired location ID- The desired location must be active in BILL" |
| Line Item Location Name | No | 100 characters | The name of the location that this line item is coded to | N/A | "- Requires an exact match with the desired location name- The desired location must be active in BILL" |
| Line Item Class ID | No | 100 characters | The ID of the class that this line item is coded to | N/A | "- Requires an exact match with the desired class ID- The desired class must be active in BILL" |
| Line Item Class Name | No | 100 characters | The name of the class that this line item is coded to | N/A | "- Requires an exact match with the desired class name- The desired class must be active in BILL" |
| Line Item Job Name | No | 100 characters | The name of the job that this line item is coded to | N/A | "- Requires an exact match with the desired job name- The desired job must be active in BILL" |
| Line Item Job ID | No | 100 characters | The ID of the job that this line item is coded to | N/A | "- Requires an exact match with the desired job ID- The desired job must be active in BILL" |
| Line Item Description | No | 4000 characters | The description of this line item | N/A | N/A |
| Line Item Tax | No | N/A | The taxable status of the line item | "- Yes- No" | Requires an exact match with the accepted values |
| Line Item Tax Code | No | N/A | The taxable status of the line item | "- Yes- No" | Requires an exact match with the accepted values |
Things to know
- Maximum character length is subject to count allowed in your accounting system
The following fields won't import, leave them blank on the template to avoid errors:
- GL Account Name
- GL Account Number
- email delivery option
- mail delivery option
- Financing Status
- Network Bill Invoice #
- Network Bill Vendor Name
- Network Bill Vendor Id
- Styling ID
- Styling revision
- Financing Propensity Model Status
- Invoice Financing Error Type
- Line Item Order
Resources
Account Setup View all
Making Payments to your Vendor View all
Getting Paid by your Customer View all
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