How to Import Sales Invoices in Bulk via an Excel Template

This article shows you how to create sales invoices in bulk by uploading a single Excel file, instead of entering each invoice manually.

Import steps

Sales › Sales Invoices › Import

1. Open the Sales Invoices page and click “Import” to reach the import page.
2. Download the ready Excel template from step one. It contains every column required for the invoice and its line items, and dropdown fields such as tax, location and the “tax inclusive” option arrive pre-loaded with the values approved in your account.
3. Fill in the main invoice data and its line items in the template.
4. Upload the file in step three. The system runs an immediate validation before processing begins, then the import runs in the background and you can move freely around the system without waiting.

Mandatory invoice fields

• Reference
• Customer reference number
• Issue date
• Due date
• Location

At line-item level, the product code or barcode is mandatory. If you leave it empty, you must enter the product description instead.

Invoices with more than one product

Repeat the same reference across multiple rows and the system treats those rows as line items of one invoice. For sales invoices, the main invoice data must be repeated in every row of that invoice.

Payment method and e-invoicing

If your business is on ZATCA Phase 2 e-invoicing inside Saudi Arabia, the “payment method” field becomes mandatory in the template. It remains optional otherwise.

Permissions and invoice status

Imported invoices follow the same user permission that applies to manual creation. If you have approval permission, invoices are created as “Approved” with an immediate journal entry. If you do not, they are created as “Pending approval”. Keep this in mind when importing large volumes for the first time.

The import report

You receive an email titled “Invoice import report” showing how many invoices were created. If there are errors, the report lists every failed invoice with its row number in the file and the reason for the error in the language you use in the system, so you can correct the file and re-upload without contacting the support team.

Most common causes of failed rows

• Matching the reference to the name: the customer reference number is matched against the “reference number” field in the customer record, not the customer name.
• Discount entered twice: the system does not accept a percentage discount and a value discount on the same line item.
• Outdated template: if the file is built on an older version with dropdown values no longer approved in your account, the import stops and you are prompted to download the current template.
• Empty file: an error message appears and the operation stops.
• Main invoice data not repeated in every row of a multi-line invoice.

Notes

• The template holds up to 5000 rows, and column headers are protected from editing or deletion.
• The supply date defaults to the issue date if you leave it empty.
• An imported invoice cannot be deleted if e-invoicing is enabled and the user has approval permission.
• Every import attempt is recorded in the activity report under the transaction type “Import”, with the user name and the timestamp. Clicking “Details” shows the file name, the total number of invoices, how many succeeded and failed, and the outcome.
• The feature is available to all customers automatically, with no setup or upgrade required.
• Purchase invoices use a separate template with different rules, explained in how to import purchase invoices via an Excel template.

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