📥 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.
⚠️ Recommendation: import up to 1,000 invoice lines per CSV file.
Especially if you intend to create and finalize the invoices at the same time, we recommend not exceeding 1,000 invoices per import, to prevent the process from becoming too slow or potentially causing the import to get stuck.
📋 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.
