Overview
Upload contacts, invoices, or credit notes in Collect using CSV files.
If you use Xero, MYOB Business, QuickBooks, or Dynamics 365, set up a direct integration to sync your data automatically. Learn how to connect your software here.
Supported file types: Contacts, Invoices, Credit notes
File format: CSV (.csv) only.
Mandatory headers: Headers marked with an asterisk (*) are required. If these are missing, the upload will fail.
Templates available: You can download sample templates from Settings > Integrations > Update settings.
Initial data upload (one-off): When you create your account, upload all contacts and invoices from the past 12 months.
Video walkthrough
Step by Step Guide
Step 1: Upload your files
Go to Settings > Integrations and click Update settings.
Drag and drop your CSV files into the relevant drop zones (Contacts, Invoices, or Credit notes), or click to browse from your computer.
You can import only open invoices (and mark the rest as paid), or include invoices of any status, such as authorised or paid, if that suits your workflow.
When prompted, select one of the following:
Leave unchanged to only update the invoices present in your file.
Mark as paid If importing your list of open invoices and want to mark all other invoices in Collect as paid automatically.
Data refresh: After initial data upload, you can upload either your full ledger or just recent changes. Collect will automatically reconcile and update your data.
Use Leave unchanged or Mark as paid to control how previously imported invoices or credit notes that aren’t in your new file are handled. We recommend refreshing your data daily, before reminders are sent.
Upload your data automatically: You can upload data automatically using our public API. This option is best if you have the capability to create a custom integration with your ERP software. Contact your Account Manager to explore this option.
Step 2: Review and map fields
Collect scans your CSV headers and suggests matches to Collect’s fields.
Confirm or adjust each match using dropdown menus, and ignore any columns you don’t want to import.
Required fields are shown at the top of the panel and must be mapped before you continue.
Once confirmed, Collect remembers your mapping for future uploads (you can edit it later if needed).
Mapping is a one-time setup. Future uploads using the same structure will use your saved mappings.
Step 3: Processing
After mapping, Collect processes your files in the background.
You’ll see notifications when processing is complete.
Issues (e.g. missing required fields, invalid dates, duplicate IDs) are flagged so you can correct your file and re-upload.
Step 4: Review results
A summary shows how many rows were added or updated, and how many (if any) were skipped.
Successfully imported rows are immediately added to Collect.
Data formatting and requirements
Contacts File
Field Name | Type | Format | Description |
*Id | Text | Max length 50 | Unique identifier for the contact. |
*ContactName | Text | Max length 255 | Company name or full name of an individual. |
*Status | Text | ACTIVE, ARCHIVED | Current status of the contact. |
AccountNumber | Text | Max length 50 | User defined account number. |
EmailAddress | Text | Max length 255 | Email address receiving the email reminders. |
FirstName | Text | Max length 255 |
|
LastName | Text | Max length 255 |
|
MobileNumber | Text |
| Mobile number receiving the SMS reminders. |
TaxNumber | Text |
|
|
CompanyNumber | Text |
| Company registration number (ABN, NZBN). Used to display credit reporting data in Collect. |
Person1FirstName | Text |
| Additional contact person first name. |
Person1LastName | Text |
| Additional contact person last name. |
Person1Email | Text |
| Additional contact person email. |
Person1IncludeinEmail | BOOL | True,False | If “True”, this contact will also receive the email reminders. |
Customer Tag | Text | Multiple tags must be separated by , and contained within “ “ | Additional field can be used to map any extra data e.g. “Tag 1 , Tag 2” |
Invoices file
Invoices can be uploaded with or without line items. To include line items, repeat the invoice number on each row for each line item.
Field Name | Type | Format | Description |
*Id | Text | Max length 50 | Unique identifier for the invoice. |
*ContactId | Text | Max length 50 | Unique identifier for the contact the invoice is assigned to. |
*InvoiceNumber | Text |
| Unique alpha numeric code identifying the invoice. |
*Status | Text | AUTHORISED, PAID, DELETED, VOIDED | Current status of the invoice. |
Reference | Text | Max length 255 | Additional reference number. |
*InvoiceDate | Date | YYYY-MM-DD | Invoice creation date. |
*DueDate | Date | YYYY-MM-DD | Invoice due date. |
PaidDate | Date | YYYY-MM-DD | Invoice paid date. |
*AmountDue | Currency | 123.45 | Invoice amount due (remaining). |
*AmountPaid | Currency | 123.45 | Invoice amount paid. |
*Total | Currency | 123.45 | Invoice total amount. |
Currency | Text |
| Currency code of the invoice. |
Description | Text | Max length 4000 | Line item description. |
Quantity | Number | Max length 13 | Line item quantity. |
UnitAmount | Currency | 123.45 | Line item unit amount. |
TrackingName1 | Text | Max length 50 | Custom tracking category name for filters and reports e.g. State. |
TrackingOption1 | Text | Max length 50 | Custom tracking category value for filters and reports e.g. NSW. |
Customer Tag | Text | Multiple tags must be separated by , and contained within “ “ | Additional field can be used to map any extra data e.g. “Tag 1 , Tag 2” |
Credit notes file
Field Name | Type | Format | Description |
*Id | Text | Max length 50 | Unique identifier for the credit note. |
*ContactId | Text | Max length 50 | Unique identifier of the contact the credit note is assigned to. |
*CreditNoteNumber | Text |
| Unique alpha numeric code identifying the credit note. |
*Status | Text | AUTHORISED, PAID, DELETED, VOIDED | Current status of the credit note. |
Reference | Text | Max length 255 | Additional reference number. |
*CreditNoteDate | Date | YYYY-MM-DD | Credit note creation date. |
*RemainingCredit | Currency | 123.45 | Credit note amount remaining. |
*Total | Currency | 123.45 | Credit note total amount. |
Currency | Text |
| Currency code of the credit note. |
Need Additional Help?
If you need help setting up or csv data integrations, contact our Support Team here.