Import issued invoices from CSV

Issued-invoice CSV import is the supported path described in this article. It lets you load invoices sent to customers so that incoming bank transactions can be reconciled against them. The importer reads the file in your browser, lets you map source columns, previews the resulting invoices, and then creates them one by one.

Import dialog labels can change. This guide intentionally makes no claim that Excel workbooks or PDF invoices are accepted. Export those sources to a clean CSV before using this workflow.

Prerequisites

• Permission to access Issued invoices and import data.
• A UTF-8 CSV with one invoice per row.
• For a no-risk test, generate a test dataset or download the synthetic issued-invoice CSV.
• A valid total including tax value for every row you expect to import.
• Stable identifiers, preferably unique invoice numbers.
• Dates and decimal values formatted consistently throughout the file.

Useful columns include invoice number, invoice date, due date, customer or recipient name, description, total excluding tax, VAT amount, total including tax, currency, external reference, payment method, document kind, status, and analytics. Not every field is mandatory, but richer and cleaner data can improve matching.

Steps

1. Prepare the CSV. Put field names in the first row and one issued invoice on each subsequent row. Use a comma, semicolon, or tab delimiter consistently. Avoid merged cells, formulas, formatting-only rows, subtotals, and repeated headers.

2. Check document direction. This workflow creates issued documents. Use invoice for a customer invoice or credit_note for an issued credit note where your source includes a kind column. Invunion v1 uses issued invoices for incoming customer payments and issued credit notes for outgoing refunds.

3. Open the importer. Go to Issued invoices, select Import, and choose the CSV / JSON: custom mapping option. For this procedure, upload a CSV.

4. Upload the file. Select or drop the CSV. Invunion accepts comma, semicolon, or tab-separated data. The importer currently limits a file to 5,000 rows.

5. Map source columns. For each source header, choose the matching Invunion field or leave it ignored. Exact headers that match internal field keys may map automatically, but you must still review every important mapping.

6. Map the total. Ensure that your gross or payable total maps to Total including tax. The importer cannot produce valid invoice rows when this amount is missing or unreadable.

7. Apply the mapping. Select Apply mapping. If no valid invoices result, recheck the total field, decimal values, and whether the correct source column was selected.

8. Review the preview. Compare invoice number, customer, dates, excluding-tax total, including-tax total, currency, and any credit-note badge with the source. The preview displays up to the first 50 rows even when the import contains more.

9. Confirm the import. Select the button showing the number of invoices to import. Keep the dialog open while the progress indicator advances.

10. Review the completion report. The result separates successfully created invoices, duplicate invoice numbers that were ignored, and errors for individual rows. Save the error details before closing if you need to correct the source.

11. Verify the invoice list. Finish the dialog and search for several invoice numbers, including the first and last expected rows. Check totals, currency, type, status, and customer values.

Expected result

Valid rows appear in the Issued invoices list. Existing invoice numbers reported as duplicates are not created again. A failure in one row does not prevent the completion report from identifying other successfully created rows.

The default status is unpaid when the source does not provide a status. Currency defaults to EUR when it is absent. A due date in the file becomes the invoice due date; payment terms are not stored on that invoice. If no payment schedule is sent, Invunion creates a single payment. Expected payment is computed from the due date and the customer’s previous paid invoices. Those defaults are current product behavior; verify that they are correct for your data rather than relying on them silently.

Edge cases and troubleshooting

• No headers appear: verify that the file is plain-text CSV and uses a consistent supported delimiter.
• Preview says no valid invoices: map Total including tax and confirm its values are numeric.
• Amounts are wrong: remove currency symbols and thousands separators if they conflict with your decimal convention, then retry with a normalized CSV.
• Dates are blank or shifted: standardize dates before import and inspect the preview. Do not confirm a file whose date interpretation is uncertain.
• Duplicates are reported: compare the invoice numbers already in Invunion. Change a number only if the source number was genuinely wrong; do not invent a suffix merely to force a duplicate through.
• Partial import: correct only the failed rows and create a smaller retry CSV. Successfully created invoice numbers will be recognized if included again.
• Matching does not start as expected: confirm that the invoices are issued, have the correct currency and amounts, and are unpaid or partially open.

Security and sandbox notes

Invoice files can contain customer names, addresses, emails, references, and financial amounts. Upload only fields needed for reconciliation, restrict access to the file, and delete temporary exports according to your organization’s policy.

For sandbox evaluation, use synthetic invoices. Sandbox mode changes the banking environment; it does not automatically anonymize invoice data. Always use the preview as the final safety check before import.

Next step

After bank transactions are present, follow Complete your first reconciliation. If a compatible payment has no candidate, use Resolve an unmatched transaction.

Updated 10 August 2026

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