This article shows you how to quickly import invoices from other platforms using a CSV file. If you're moving from another system or organising old billing data, this feature will save you hours of manual work.
What is CSV Invoice Import?
CSV Invoice Import lets you bring invoice data from outside ZipLeads, such as spreadsheets or exports from other platforms, straight into your ZipLeads account. During the import, you can map key fields like issue date, due date and taxes. You'll also get an automatic summary of the results. This makes it easy to move away from older systems and keep all your billing information in one place.
Key benefits of CSV Invoice Import
Importing invoices with a CSV file saves time, improves accuracy and removes double handling.
Quickly move invoice data from other billing systems or spreadsheets.
Map key fields such as issue dates, due dates and tax values.
Automatically receive a summary email after the import.
Reduce the risk of manual entry errors.
Improve reporting accuracy by keeping all invoice records in one place.
How to import invoices using CSV
Importing invoices is simple. You upload your data, map it correctly and review the results. Follow these steps.
Go to Payments → Invoices & Estimates.
Click the + New button in the top right corner.
Select Import Invoices using CSV from the dropdown menu.
Download the sample CSV file to see the required column structure.
Prepare your CSV file so it matches the sample format.
Make sure all the tax rates you need are already set up in Settings → Taxes.
Upload your CSV file.
Map each column in your CSV to the right invoice field. This includes the date fields (issue date and due date), using the correct date format.
ZipLeads will detect any tax columns and ask you to map them to your existing tax rates.
Click Start Import to begin.
You'll receive an Invoice Import Summary email with details of the invoices that were imported and any that failed.
Tax mapping
Mapping your taxes properly makes sure imported invoices show the correct tax values, in line with your existing tax settings.
When ZipLeads detects tax columns during the import:
Each detected column must be matched to a tax rate you've already created in Settings → Taxes.
If a matching tax rate doesn't exist, you'll need to add it before you can finish mapping.
The import will pause if a tax field is left unmapped. This stops incorrect data from being imported.
Automatic import summary email
Once the import is finished, a summary email is sent to your registered email address. It includes:
The number of invoices that were imported successfully.
A detailed list of failed entries, with the reason each one failed.
A CSV file attachment showing the import status of each invoice row.
Important notes
Imported invoices behave a little differently from invoices created directly in ZipLeads.
No automated reminders
Imported invoices won't trigger automated reminder emails or text messages. Reminder workflows only apply to new invoices created inside ZipLeads.
Late fees and tips
Imported invoices follow your default or global settings for late fees and tips. If you want to turn these off for particular invoices, you'll need to edit those invoices after the import.
Frequently Asked Questions
Q: Can I import invoices with more than one tax type?
Yes. As long as each tax type is clearly labelled in your CSV file and already exists in your account under Settings → Taxes, you can map and import them.
Q: Will imported invoices send emails or notifications to my clients?
No. Imported invoices are treated as historical records and won't trigger any reminder or notification emails.
Q: Can I use the import tool to update or overwrite existing invoices?
No. The CSV import tool only creates new invoices. It can't update or replace invoices that already exist.
Q: What happens if some rows fail during the import?
Any rows that fail will be listed in the summary email, along with the reason for each failure, such as an invalid date format or an unmatched tax value.
Q: Is there a limit to how many invoices I can import at once?
There's no strict limit, but we recommend importing in batches of 500 or fewer. This keeps things running smoothly and makes errors easier to manage.