📥 Batch Invoice Import
What is this for?
This feature allows you to create multiple invoices at the same time using a CSV file — ideal for saving time when you have a large volume of documents to issue.
📍 Where can I import batch invoices?
Go to Invoices > Create Others > Invoices Batch
🔧 Before importing
- Download the template file and open it in any spreadsheet editor (e.g. Excel). Fill it according to the example line (consult VAT exemption codes here).
- Maximum of 3 items per invoice.
- The invoice date must be later than the date of the last invoice issued in the system to ensure sequentiality.
💡 Tip: The data you fill in the file is similar to what you would enter when creating an invoice manually.
📋 CSV Field Guide
Each row in the file corresponds to one invoice. Required fields are marked with *.
🗓️ Invoice Details
| Field | Description | Example |
|---|---|---|
data * |
Invoice date (YYYY-MM-DD) | 2024-01-15 |
due_date * |
Due date (YYYY-MM-DD) | 2024-02-15 |
referencia |
Your own reference number | INV-001 |
observations |
Notes visible on the invoice | January invoice |
tax_exemption_reason |
VAT exemption code (only required if the item is VAT-exempt) | M00 |
retention |
Withholding tax rate at invoice level (leave blank if not applicable) |
|
Discount type |
Discount type: percentagem (percentage) or montante fixo (fixed amount) |
percentagem |
Discount |
Discount value | 0 |
👤 Client Details
| Field | Description | Example |
|---|---|---|
cliente_fiscal_id * |
Client tax ID (NIF) | 123456789 |
cliente_Country * |
Country | Portugal |
cliente_name * |
Client name | Acme Lda |
cliente_code |
Internal client code — not required, but recommended to avoid duplicate contacts and ensure documents are always created for the correct contact | CLI-001 |
cliente_email |
Client email | contact@acme.pt |
cliente_Address |
Address | Main Street 123 |
cliente_Postcode |
Postcode | 1000-001 |
cliente_City |
City | Lisbon |
cliente_Phone |
Phone | +351 123 456 789 |
cliente_Mobile |
Mobile | +351 912 345 678 |
cliente_site |
Website | https://acme.pt |
🛒 Items (maximum 3 per invoice)
Columns repeat with the suffixes _2 and _3 for the second and third items.
| Field | Description | Example |
|---|---|---|
item_name * |
Item name | Consulting |
item_Quantity * |
Quantity | 40 |
item_description |
Item description | January hours |
item_Unit price * |
Unit price | 75.00 |
item_vat_percentage |
VAT rate in % | 23 |
item_Discount |
Discount at item level | 0 |
item_retention |
Withholding tax at item level (leave blank if not applicable) |
|
item_tax_name |
Tax name as configured in the account | VAT23 |
item_unit |
Unit of measure | service |
💡 Practical example: The example row in the template creates an invoice for Acme Lda, dated 15 January 2024, due 15 February 2024, for 40 hours of consulting at €75.00/hour with 23% VAT — totalling €3,690.00 including VAT.
📤 How to import
Step 1 — Upload the file
Drag the CSV file into the upload area, or browse for it on your computer.
Step 2 — Validate the data
Match the invoice fields to the CSV columns and choose what you want to include.
⚠️ Fields marked with * are required. If you don't select a field, the corresponding information in the CSV will be ignored when creating the invoices.
Step 3 — Choose import options
| Option | Description |
|---|---|
| Batch Name * | Give the batch a name so you can find it easily in the list |
| Document Type | Choose the type of document to create: Invoice or Invoice-Receipt |
| Document Status | Create as draft or create and finalize |
| Document Sequence | Choose a sequence; if none is selected, documents will be created in the default sequence |
| VAT Exemption Reason | Indicate the exemption reason if any items have 0% VAT |
| Global Discount Type | Apply the same discount to all documents, if applicable |
| Send by email | Enable this option to automatically send each document to the preferred contact after creation |
Step 4 — Confirmation and validation
InvoiceXpress will validate the CSV data and create the invoices according to the options selected.
✅ If everything is correct: the validation will complete successfully. Click Finish and then View Invoice List to find the imported documents.
❌ If errors are found: the validation will fail and a CSV will be generated with the error details. Correct the data and re-import a new file using the Restart option.
