The import invoices feature allows you to easily import invoices from a third party application into BILLWAZE. You may import invoices from multiple currencies, including invoices with discounts and multiple tax levels. Step 1 | To begin importing invoices, go to the View Invoices section and select Import Invoices from the “Actions” drop down menu on the far right of your screen. The following screens appears: <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_22_54_50_PM.png" alt="" width="inherit" height="inherit"> Prior to proceeding, you will want to understand the following rules by which BILLWAZE governs imported invoices into the platform: <ol class="PlaygroundEditorTheme__ol1"><li value="1" class="PlaygroundEditorTheme__listItem">The clients must exist in BILLWAZE prior to any invoice importing. When importing invoices, BILLWAZE will first check whether or not the client’s name exists within BILLWAZE. If the client does not exist, BILLWAZE will skip the invoice and proceed to the next client, and so on and so forth. You may easily import clients to BILLWAZE by using the client import feature. Click here to learn more.</li><li value="2" class="PlaygroundEditorTheme__listItem">Only PAID invoices maybe imported into BILLWAZE. All invoices imported are considered to be paid in full. It is recommended that you first close out any open invoices in the third party system prior to importing them into BILLWAZE.</li><li value="3" class="PlaygroundEditorTheme__listItem">BILLWAZE uses .CSV files for importing invoices. When importing, you will be able to map out which .CSV column matches to which BILLWAZE field. This will be expanded upon below.</li><li value="4" class="PlaygroundEditorTheme__listItem">Invoice numbers from the third party system will be carried forward to BILLWAZE. These same invoices will also be assigned new invoice numbers. You will be able to search and view invoices based on old or new invoice numbers. This will be expanded on below.</li><li value="5" class="PlaygroundEditorTheme__listItem">Invoice ‘Dates’ as listed within the .CSV files should not be future dates. Future dates is any date that’s greater than the date in which you are importing invoices. Future dates are not allowed and BILLWAZE will skip those records.</li><li value="6" class="PlaygroundEditorTheme__listItem">Discounts maybe applied using the “Discount” column within the .CSV file. BILLWAZE will apply the discount percentage rate on a per line bases within the imported invoice.</li><li value="7" class="PlaygroundEditorTheme__listItem">You may enter two applicable tax rates on a per record basis. Those are Tax 1 Type + Amount, and Tax 2 Type + Amount. Tax Type is the abbreviation of the city. Tax Amount is the amount tax paid for that entry. BILLWAZE will automatically calculate the tax percentage paid when importing the invoice. A blank type or tax amount of 0 will result in $0.00 amount being charged.</li><li value="8" class="PlaygroundEditorTheme__listItem">The last column in the .CSV file is the “Currency” column. Here you tell BILLWAZE which currency the invoice your importing is based on. Please only use proper country abbreviations. Invalid country abbreviations will result in that record being skipped. See here for proper country abbreviations: <a href="https://abbreviations.yourdictionary.com/articles/currency-abbreviations-list-by-country.html" target="_blank" rel="noopener" class="PlaygroundEditorTheme__link">https://abbreviations.yourdictionary.com/articles/currency-abbreviations-list-by-country.html</a></li></ol> Step 2 | Select your .CSV File <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_15_45_46_PM(1).png" alt="" width="inherit" height="inherit"> Step 3 | Once you’ve selected your .CSV file, click on the Start CSV import button.The following screen appears. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_17_22_89_PM.png" alt="" width="inherit" height="inherit"> BILLWAZE will begin to parse your .CSV file. The column headers found in the .CSV file are illustrated in the above image in red. The corresponding field within BILLWAZE should then be selected as shown in green. Once you have matched the fields correctly, you are ready to click on Proceed Import With This Configuration. Step 4 | Once importing is complete, you will see a summary of all successfully imported invoices. You will also be notified if any invoices failed during import. For a complete list of success and/or failures take a look at the “Master Log” located under Admin Settings -&gt; Master Log. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_19_35_28_PM.png" alt="" width="inherit" height="inherit"> After you have successfully imported your invoices, you are automatically shown the imported invoices in the View Invoices module ( see below image ). To view them again in the future, simply use the left menu, navigate to the Invoices -&gt; View Invoices menu. Next, select the Payment Status dropdown and select Imported Invoices. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_20_56_63_PM.png" alt="" width="inherit" height="inherit"> As mentioned before, Invoice numbers from the third party system will be carried forward to BILLWAZE. These same invoices will also be assigned new invoice numbers. As illustrated in the above image, the newly assigned invoice numbers are listed first while the old invoice numbers are written in parentheses immediately below. Let’s examine an imported invoice by clicking on the invoice #. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_21_58_42_PM.png" alt="" width="inherit" height="inherit"> As shown, the imported indicator now appears. A mouse hover will show you the old invoice #. The New Invoice # is shown in the same location as it would should this have been an instant or automated invoice.

In this article, we will discuss how to easily import invoices from a third party vendor into BILLWAZE.

The import invoices feature allows you to easily import invoices from a third party application into BILLWAZE. You may import invoices from multiple currencies, including invoices with discounts and multiple tax levels.

****Step 1****| To begin importing invoices, go to the****View Invoices**** section and select****Import Invoices**** from the “Actions” drop down menu on the far right of your screen.

The following screens appears:

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_22_54_50_PM.png)

Prior to proceeding, you will want to understand the following rules by which BILLWAZE governs imported invoices into the platform:

1. The clients must exist in BILLWAZE prior to any invoice importing. When importing invoices, BILLWAZE will first check whether or not the client’s name exists within BILLWAZE. If the client does not exist, BILLWAZE will skip the invoice and proceed to the next client, and so on and so forth. You may easily import clients to BILLWAZE by using the client import feature. Click here to learn more.
2. Only PAID invoices maybe imported into BILLWAZE. All invoices imported are considered to be paid in full. It is recommended that you first close out any open invoices in the third party system prior to importing them into BILLWAZE.
3. BILLWAZE uses .CSV files for importing invoices. When importing, you will be able to map out which .CSV column matches to which BILLWAZE field. This will be expanded upon below.
4. Invoice numbers from the third party system will be carried forward to BILLWAZE. These same invoices will also be assigned new invoice numbers. You will be able to search and view invoices based on old or new invoice numbers. This will be expanded on below.
5. Invoice ‘Dates’ as listed within the .CSV files should not be future dates. Future dates is any date that’s greater than the date in which you are importing invoices. Future dates are not allowed and BILLWAZE will skip those records.
6. Discounts maybe applied using the “Discount” column within the .CSV file. BILLWAZE will apply the discount percentage rate on a per line bases within the imported invoice.
7. You may enter two applicable tax rates on a per record basis. Those are Tax 1 Type + Amount, and Tax 2 Type + Amount. Tax Type is the abbreviation of the city. Tax Amount is the amount tax paid for that entry. BILLWAZE will automatically calculate the tax percentage paid when importing the invoice. A blank type or tax amount of 0 will result in $0.00 amount being charged.
8. The last column in the .CSV file is the “Currency” column. Here you tell BILLWAZE which currency the invoice your importing is based on. Please only use proper country abbreviations. Invalid country abbreviations will result in that record being skipped. See here for proper country abbreviations:[https://abbreviations.yourdictionary.com/articles/currency-abbreviations-list-by-country.html](https://abbreviations.yourdictionary.com/articles/currency-abbreviations-list-by-country.html)

****Step 2****| Select your .CSV File

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_15_45_46_PM(1).png)

****Step 3****| Once you’ve selected your .CSV file, click on the Start CSV import button.

The following screen appears.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_17_22_89_PM.png)

BILLWAZE will begin to parse your .CSV file. The column headers found in the .CSV file are illustrated in the above image in red. The corresponding field within BILLWAZE should then be selected as shown in green. Once you have matched the fields correctly, you are ready to click on****Proceed Import With This Configuration.****

****Step 4****| Once importing is complete, you will see a summary of all successfully imported invoices. You will also be notified if any invoices failed during import. For a complete list of success and/or failures take a look at the “Master Log” located under****Admin Settings -> Master Log.****

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_19_35_28_PM.png)

After you have successfully imported your invoices, you are automatically shown the imported invoices in the View Invoices module ( see below image ). To view them again in the future, simply use the left menu, navigate to the****Invoices -> View Invoices****menu.****Next****, select the****Payment Status**** dropdown and select****Imported Invoices****.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_20_56_63_PM.png)

As mentioned before, Invoice numbers from the third party system will be carried forward to BILLWAZE. These same invoices will also be assigned new invoice numbers. As illustrated in the above image, the newly assigned invoice numbers are listed first while the old invoice numbers are written in parentheses immediately below.

Let’s examine an imported invoice by clicking on the invoice #.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_29_2022_01_21_58_42_PM.png)

As shown, the imported indicator now appears. A mouse hover will show you the old invoice #. The New Invoice # is shown in the same location as it would should this have been an instant or automated invoice.

How to Import Invoices to BILLWAZE

Everything you need to know to get started with BILLWAZE.

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