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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