In this article, you will learn about the invoice importing process in Workiz.
Workiz can help save you valuable time by importing various pieces of historical business data — including invoice information.
Invoice import sample file
Importing invoice data into Workiz requires you to upload a spreadsheet containing your historical invoice information. This article covers everything you need to know, including what data can and cannot be imported, how certain fields should be formatted, and other important details.
To get started, please take a moment to review the sample file below.
Importing overview
| What we can import | What we cannot import |
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Understanding the process
The importing process detailed in this article requires you to prepare your files in order to submit a formal request with our technical support team. This request is typically submitted around the time of your onboarding period to help you get started with Workiz.
- Review the import documentation
- Prepare your files for import
- Submit files to our technical support team
QuickBooks Online complications
If you are using or plan on using the QuickBooks Online integration in Workiz, it is not recommended to import invoices. This may result in complications with duplicate payment information.
File types
Workiz can only accept flat CSV or XLS/XLSX files for importing purposes. A flat file is a plain text file with each row representing a single, separate entity (e.g., one row = one invoice).
A flat CSV cannot have complex hierarchical structures or relationships between separate rows.
When compiling your data, be sure to create a separate file for each entity. If you are requesting an import of clients, jobs, leads, estimates, invoices, and items, you will need to have six separate files.
Invoice import guidelines
When importing invoices into Workiz, you will need to provide information relating to both the invoice and relevant client. Please prepare your import file using the exact field names seen below:
| Field | Required/optional | Notes |
|---|---|---|
| First name | Required | |
| Last name | Required | |
| Company | Optional | |
| Required* |
May be optional if phone number is provided instead. Can only contain one email address. |
|
| Phone | Required* | May be optional if email address is provided instead. |
| Secondary phone | Optional | |
| Service address | Required |
Can be formatted into one column or individual columns. Must include:
|
| Billing address | Optional |
Can be formatted into one column or individual columns. Must include:
If the billing address is the same as the service address, leave this column blank. |
| Allow billing | Optional |
Must be formatted as "true" or "false," where true = allow billing enabled and false = allow billing disabled. With this setting enabled, you will be able to close jobs associated with this client despite having an outstanding balance. If not provided, this field will be set to disabled. |
| Created date | Required |
Can be formatted as DD/MM/YY MM:HH AM/PM. If not provided, this will be set to the date of the import. |
Payment information (optional)
With invoices, you can also import relevant payment information.
| Field | Required/optional | Notes |
|---|---|---|
| Single total | Required | Must be the final total after taxes, discounts, tips, and other total-related figures have been calculated. |
| Cost | Optional | |
| Paid amount | Optional | |
| Payment date | Required |
Can be formatted as DD/MM/YY MM:HH AM/PM. Must include both date and time. If not provided, the payment date will be set to the date of the import. |
| Payment method | Required |
Must match one of the default payment methods in Workiz:
If no method is provided, the payment will be logged under cash. |
| Payment confirmation | Optional |
May be provided for the following payment methods:
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