Note, if you use Xero or MYOB AccountRight Live your data will be imported automatically each day via a direct integration.
Data requirements
Collect requires two CSV files to be uploaded:
Contacts
Invoices
Columns that contain an asterisk (*) are mandatory. The upload will fail if these columns are not included.
Contacts File
The following table lists the most useful columns in contacts CSV file. These fields can be used in reminders and accounts filters.
Field Name | Type | Options allowed | Description |
*Id | Text | Max length 50 | The unique identifier for this contact. Used to identify contacts in external systems. |
*ContactName | Text | Max length 255
| Company name or full name of an individual. |
*Status | Text | ACTIVE, ARCHIVED | Current status of a contact. |
AccountNumber | Text | Max length 50 | A user defined account number. |
EmailAddress | Text | Max length 255 |
|
FirstName | Text | Max length 255 |
|
LastName | Text | Max length 255 |
|
MobileNumber | Text |
|
|
DDINumber | Text |
| Direct dial phone number. |
TaxNumber | Text |
| Tax number of contact - this is also known as the ABN (Australia), GST Number (New Zealand). Used to request credit reporting data if Company Number is not present. |
CompanyNumber | Text |
| Company registration number. 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 | Also send reminders to this contact? |
Person2FirstName | Text |
| Include up to 5 additional contact persons for a contact using the same format as specified for Person1. |
Invoices file
Invoices can be uploaded with or without line items. Excluding line items will reduce your file size and may make your reports or queries for exporting data simpler.
To include line items, repeat the invoice number on each row for each line item. Only the first line item is used for the invoice amounts (due, paid, total), however you can also include these amounts for each line item.
Field Name | Type | Options allowed | Description |
*Id | Text | Max length 50 | The unique identifier for this invoice. Used to identify contacts in external systems. |
*ContactId | Text | Max length 50 |
|
*InvoiceNumber | Text | Max length | Unique alpha numeric code identifying invoice. Repeat for each invoice line item. |
*Status | Text | AUTHORISED, PAID, DELETED, VOIDED |
|
Reference | Text | Max length 255 | Additional reference number. |
*InvoiceDate | Date | YYYY-MM-DD |
|
*DueDate | Date | YYYY-MM-DD |
|
PaidDate | Date | YYYY-MM-DD |
|
*AmountDue | Money |
| The balance due on this invoice, rounded to two decimal places. |
*AmountPaid | Money |
| The amount paid on this invoice, rounded to two decimal places. |
*Total | Money |
| The total of the invoice, rounded to two decimal places. |
Currency | Text |
| The currency that the invoice has been raised in. |
*Description | Text | Max length 4000 |
|
*Quantity | Number | Max length 13 |
|
*UnitAmount | Money |
| Line item unit amount. By default, unit amount will be rounded to two decimal places. |
TrackingName1 | Text | Max length 50
| A custom tracking category name for filters and reports e.g. State |
TrackingOption1 | Text | Max length 50 | A custom tracking category value for filters and reports e.g. NSW |
TrackingName2 | Text | Max length 50 |
|
TrackingOption2 | Text | Max length 50 |
|
How to upload your data manually
Initial data upload (one-off)
You need to complete an initial data upload that includes all contacts and all open invoices (due and overdue).
Data refresh
After your initial data upload, you only need to upload what has changed since the previous upload. For example, if you’re uploading your data every day, you only need to upload contacts and invoices that were last modified in the last 48 hours. You could set the last modified to the last 24 hours (one day) but it might cause some data to be missed depending on
How to upload your data automatically
CSV data can be uploaded automatically (daily or hourly) via our API. This option is suitable for if you have the capability to create a custom integration with your accounting / ERP software. Please contact your Account Manager if you would like to explore this option.