Hi, I’m wanting to start to use the import invoices function on Quick File in order to automatically create our monthly invoices. Is there a way of doing a practice on QF that doesn’t actually affect any genuine customers?
If I import from a CSV, do all the invoices created show as draft and then I have to go in and manually send them to the relevant contacts?
Also, for the description that has to be quoted, on the example for the importing multi-line invoices, it says Singles invoice, Invoice line 1 and Invoice line 2 for the description. Is the description not a description of what we’re charging for e.g. we would put a client name and then the month in question, then the second line would be e.g. expenses.
Thank you.
Hello @RTL
Is there a way of doing a practice on QF that doesn’t actually affect any genuine customers?
You can set up a “test client account and try importing some invoice on to it.”
If I import from a CSV, do all the invoices created show as draft and then I have to go in and manually send them to the relevant contacts?
The invoices would import as draft invoices.
Also, for the description that has to be quoted, on the example for the importing multi-line invoices, it says Singles invoice, Invoice line 1 and Invoice line 2 for the description. Is the description not a description of what we’re charging for e.g. we would put a client name and then the month in question, then the second line would be e.g. expenses.
Invoice line 1 AND Invoice line 2 are just example lines of text and you should enter whatever text you wish to show on the descriptions.
For example if you sell products you may enter the product names, if you sell services you may enter what ever service you are offering which may also include dates.
That’s great, thank you.
Hi, I’ve done as you suggested and created a couple of new clients and called them Test Client 1 and Test Client 2. I’ve also used multi line on some which has worked. However there are a couple of things missing from the draft invoices that have been created. One is the Item name (on our invoices we always put Occupational Therapy as that it the service we provide). Is there anyway of pre populating this via the spreadsheet (I’ve tried adding a column with the title Item but that didn’t work/wasn’t recognised)? The second is Additional Notes - we have a default phrase in our invoices which automatically populates when I manually create a new invoice, but on my test invoices, the additional notes is blank. Again, I’ve tried creating a column on the spreadsheet called Additional Notes and have put the comment default on some and the actual comment on the others, but it wasn’t recognised when I tried to import.
Is there any way of getting the default comment to be included (other than going into the invoice and selecting the option import default each time).
Thank you.
Hello @RTL
The only items that can be imported are listed on this support article.
I have asked the development team to look into the possibility of adding the item name to the process
Thank you. I’m using the article to get everything set up. Appreciate you considering to add the item as one of the options.
Sorry I have another question relating to importing invoices please. If I set up a template for importing the invoices which has all of our client/customer names on it - if one month I don’t need to invoice certain clients listed on there and so the spreadsheet shows a nil amount, will it create an invoice or ignore it when it’s a zero balance?