Invoice Import Tool Quick Reference Guide

Ben Gwyn
2023-10-20T19:29:30Z

Before you start:

You can import a maximum of 1,000 rows per spreadsheet.

Invoices must be associated with customers that already exist in Biller Genie.

You can import invoices with single or multiple line items.

You can’t add discounts, credit memos, or negative amounts in general.

Important:

Invoice numbers can be duplicated if they already exist in Biller Genie, so double-check that they don't already exist.

Prepare your spreadsheet

You can create your own spreadsheet or download a sample file found in the invoice import tool. To get the sample file, go to “Invoices” and click “Import Invoices”. Then click the Click here to download the template.

Your spreadsheet should be in double-check.csv format and have the following columns:

CustomerId (see How to find Customer ID)

InvoiceNo

InvoiceDate

DueDate

TaxRate

ItemName

ItemDescription

ItemRate

ItemQuantity

ItemAmount

Taxable (Y or N)

Invoices with Multiple line items

Each line item must have its own row in the spreadsheet. For the various line items to be matched to the same invoice, the following values must match exactly:

Customer ID

Invoice Number

Invoice Date

Due Date

For each item, If the item quantity is more than 1, you have to put in the item total manually ( the spread sheet will NOT do multiplication for you)

Important:

If your spreadsheet has new products or services(items), be sure to add them in Biller Genie before importing. If the new products or services (items) are not added into Biller Genie before the invoice import, “Sales” will be used as the item name and description.

Verify the CSV file

Before importing your invoices, it's important to review the information and make sure everything looks correct. If the import has any mistakes, it can be a lengthy process to manually correct or remove imported invoices.

Step 1
Open the CSV file you saved and check it for accuracy.

Step 2
Double-check that your spreadsheet column titles in row 1 match the sample CSV template.

Step 3
Check the invoices, fill in any missing information, and correct any mistakes.

Ensure that required fields have data to prevent invoices from being skipped.

Step 4
Make sure the file doesn't exceed the 1000-row limit. If it does, split it into multiple import files.

Import your CSV file

Step 1
Sign in to Biller Genie.

Step2
Go to Invoices and click Import Invoices in the upper right.

Step 3
Click Choose File to upload the file from your computer. Choose the file, and then select Open.

Step 4
Click Upload file.

Step 5
A last-chance warning dialog box will pop up. Click Proceed.

Step 6
The results dialog box will pop up displaying the outcome of the import.

1. The number of successfully imported and/or skipped invoices are listed.

2. Skipped invoices will have the corresponding CSV row number +1 and the skip reason.

Step 7
Click Ok.

Step 8
You can now view your imported invoices inside Biller Genie and make any needed updates.

Step 9
Repeat steps 1 – 8 if multiple imports are needed.

Invoice Field Descriptions and Restrictions

Import Field Name | Required? | Notes
Customer ID | Yes | Must correspond with a customer ID that exists in Biller Genie (How to find Customer ID?)

Invoice Number

Yes

Special characters such asa not exist:" or "–" are allowed.
If an invoice number already exists in Biller Genie, it can be used more than once.

Invoice Date | Yes | Date format MM/DD/YYYY
Due Date | Yes | Date format MM/DD/YYYY

Tax Rate

No

If left blank, 0.00 tax rate will be used.
-Numerical values only.
-The tax rate field is not related to the taxable field in the CSV file. If there is a tax rate greater than zero, the line item will be taxed regardless of the taxability.

Item Name

No

Item name should match the corresponding item name in Biller Genie exactly.
-If an item name that does not exist in Biller Genie is used, “Sales” will be used as a default.
-If left blank, “Sales” will be used as a default.

Item Description

No

If the item name used has a match in Biller Genie, the description of the matched item will be used.
- If an item name that does not exist in Biller Genie is used, “Sales” will be used as a default.
-If left blank “Sales” will be used as a default.

Item Rate

Yes

-Numerical values only.
-Item rate can be different from the corresponding item in Biller Genie but will not change the item default rate.

Item Quantity | Yes | Numerical values only.

Item Amount

Yes

Numerical values only.
-This is the total charge for this line item (Item Rate X Item Quantity)

-Do not include tax.

Taxable

No

If left blank and the item does not exist in Biller Genie, default Y (taxable) will be used.
-If the item exists in Biller Genie, the default taxable status will be used.
-If in the CSV file N is the taxable value and there is a tax rate greater than zero, the item will be imported as taxed.

How to find the Customer ID in Biller Genie

When importing invoices into Biller Genie, the Customer ID field is required in the CSV file to link the invoice to the customers that have already been imported.

Step 1
Log into the Biller Genie Merchant Portal.

Step 2
Click 'Customers' on the left side menu.

Step 3
The Customer ID will be the first column on the left in the customer list.

To view all customers at once, click the record drop-down at the bottom of the screen and select “All”.

Search for customers by using the search field at the top of the customer list.

Step 4
The customer list can also be exported to CSV by clicking the “Export to CSV” button in the upper right corner.