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Importing Invoice Templates

Updated

Use Import Data → Invoice Templates to create recurring invoice templates (Section 6) for many clients at once. Sample file: sample-invoice-templates-import.csv. The clients, item types and catalog items named in the file must exist first.

Columns, in order:

  • ID* — NEW, or the ID from the Invoice Templates export. Rows with a blank ID are skipped.
  • Client — display name, required.
  • Subject, Notes
  • Interval — Monthly or Yearly (Daily is also accepted, but only with an Interval Count of 7 or more).
  • Interval Count — how many intervals between invoices: 1 to 12 for Monthly (1 = every month), 1 or more for Yearly.
  • Add Dosage Cost — YES adds chemical dosage costs to each invoice.
  • Dosage Cost Property — All, or a property ID (see the note below).
  • Dosage Line Item Mode — G grouped dosages, or S one line per visit.
  • Carryover Invoice Credits — YES/NO.
  • Start Date — YYYY-MM-DD. For a NEW template, or whenever you change it on an existing one, it must be in the future.
  • PO Number
  • Discount (%), Tax 1 (%), Tax 2 (%) — numbers; anything else is treated as blank.
  • Tax Mode — Compound, or anything else for Simple.
  • Due Date — Upon Receipt, Net 15, Net 30, Net 45, Net 60, On calendar day N (N from 1 to 28) or After N days (N from 1 to 365). Any other value stops the import.
  • Auto Email Delivery — semicolon-separated email addresses. If at least one valid address is given, invoices are sent automatically to those addresses; leave blank to create draft invoices instead.
  • Bill per Visit (BPV) Enabled — YES/NO.
  • BPV Property — All, or a property ID.
  • BPV Catalog Name — required when BPV is YES; the catalog item billed per visit.
  • BPV Line Item Mode — C combined into one line item, or S separate line items.
  • Tags — semicolon-separated; created if missing.
  • QBO Sync — YES to sync the generated invoices to QuickBooks Online.
  • Item1 Type, Item1 Catalog Name, Item1 Qty, Item1 Price, Item1 Tax1, Item1 Tax2 — then the same six columns for Item2, Item3 and Item4. A line item is used when its Type is filled in; the type must exist, the catalog name is optional but must exist if given, quantity must be 0 or more and price must be a number (negative prices are allowed). Tax columns take YES.

The export adds Last Execution Date, Next Execution Date, Subtotal, Tax Total and Total after these columns; they are ignored if you import the file back.

Note: The sample’s hint for Due Date reads [Upon Receipt or Net X or 1 through 28], but a bare number is rejected — write On calendar day 15, not 15. Also, in the current release the Dosage Cost Property and BPV Property columns always resolve to All of the client’s properties even when a property ID is given; edit the template in the Invoices screen afterwards if you need a single property.

Each client can hold at most 12 templates; the importer is intended to skip clients that already have 12 and to say so in the final message.