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Importing Invoices

The following is an explanation of each of the fields you can provide when importing Invoices.

Field Name Required? Maximum length Description Accepted Values Additional Information
Active? No N/A Denotes if this Invoice is active or inactive. Active
Inactive
Requires an exact match with one of the accepted values.
All records are automatically set to Active when created; they cannot be created and set to inactive in the same import.
Customer Name* YES 100 characters The name of the customer for this Invoice.   Key field.
Requires an exact match with the desired customer's name.
The desired customer must be active in Bill.com.
Job Name No 100 characters The job / project assigned to this Invoice. This field is not used when syncing with QuickBooks Desktop.    
Invoice #* YES 100 characters The invoice number for this Invoice.   Key field.
Requires an exact match with the desired Invoice's invoice number (for updating).
Invoice Date* YES N/A The date that this Invoice is issued to your customer.   Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY.
Single digits do not require a leading zero.
Due Date* YES N/A The date that payment is due on this Invoice.   Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY.
Single digits do not require a leading zero.
GL Posting Date No N/A The date that this Invoice is posted to your general ledger in your accounting system if it supports GL Posting Dates.   Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY.
Single digits do not require a leading zero.
Customer Message No 4000 characters The customizable message for your customer that appears on this Invoice.    
P.O. Number No 40 characters Identifies the Purchase Order associated to this invoice.    
To Print/Mail No N/A Denotes if this Invoice appears in the print/mail queue.
Does not automatically print or mail this Invoice.
Yes
No
Requires an exact match with the accepted values.
To Email No N/A Denotes if this Invoice appears in the email queue.
Does not automatically email this Invoice.
Yes
No
Requires an exact match with the accepted values.
Item Sales Tax Name No 100 characters The name of the sales tax item that is applied to all taxable line items on this Invoice. 

If adding multiple line items, this field must be filled in for all line items.

  The total sales tax on this Invoice is the sum of each taxable line item multiplied by the percentage value of the chosen sales tax item.
Sales Tax Total No N/A This field cannot be imported - do not use it.   This field cannot be imported; do not use it.
Terms No 100 characters The payment terms for this Invoice.    
Sales Rep No 16 characters The name of the sales representative associated with this Invoice.    
FOB No 16 characters Shipping information for this Invoice.    
Ship Date No N/A The date that the product(s) for this Invoice were shipped to this customer.   Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY.
Single digits do not require a leading zero.
Ship Method No 16 characters The method by which the product(s) for this Invoice were shipped to this customer.    
Line Item Item Name No 100 characters The name of the item being billed on this line item.   Requires an exact match with the desired item name.
The desired item must be active in Bill.com.
Line Item Quantity* YES N/A The quantity of the item being billed on this line item.   This must be a number.
Supports up to 5 decimal places.
For percentage line items, simply use the value 1.
Line Item Amount No N/A The total amount being billed to the customer for this line item.   Must be in the range of -9999999 to 9999999.
Does not support fractions of cents.
If this is left blank, it will appear as blank; this is treated as $0.00.
Accepts values with or without a $; negative values must omit the $.
The line item price field, if used, always overrides this field's value.
Line Item Price No N/A The per-unit cost of the item billed on this line item.   Must be in the range of -9999999 to 9999999.
Does not support fractions of cents.
If this is left blank, it will appear as blank; this is treated as $0.00.
Accepts values with or without a $.
Any value imported using this field is converted to static currency (no percentages).
This field, if used, always overrides the line item amount field's value.
Line Item Service Date No N/A The date that this line item's service was rendered.   Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY.
Single digits do not require a leading zero.
Line Item Rate Percent No N/A The percentage of the price of preceeding line items used to adjust this Invoice's total.   Accepts values with or without a %.
Supports up to five decimal places.
The line item price field, if used, always overrides this field.
Line Item Account Name No 250 characters The name of the account that this line item is coded to.   Requires an exact match with the desired Account's name.
Both account name and account number (if used) must be provided.
Line Item Account Number No 40 characters The account number of the account that this line item is coded to.   Requires an exact match with the desired Account's account number.
Both account number (if used) and account name must be provided.
Line Item Department Name No 100 characters The name of the department that this line item is coded to.   Requires an exact match with the desired department name.
The desired department must be active in Bill.com.
Line Item Description No 4000 characters The description of this line item.    
Line Item Tax No N/A Denotes whether or not this line item is taxable. Yes
No
Requires an exact match with the accepted values.

 

 

 

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