We are pleased to announce the launch of sales and purchase invoice import in Qoyod: the ability to create invoices in bulk by uploading a single Excel file instead of entering each invoice manually.
Before this feature, a business moving from another accounting system, or handling a large number of invoices, had to enter every invoice one at a time. That consumed hours of the finance team’s time, opened the door to manual entry errors, and stood in the way of customers arriving from other systems whose invoices already existed in Excel files.
How it works
From the Sales or Purchases menu, open the Invoices page and click “Import”. 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 and location arrive pre-loaded with the values approved in your own account. Fill in the data, then upload the file in step three. The system runs an immediate validation before processing begins, and you can move freely around the system while the import runs.
What makes it useful
- Up to 5000 rows per file, with column headers protected from editing or deletion.
- Invoices with multiple line items: repeat the same reference across multiple rows and the system treats them as line items of one invoice.
- An import report by email that lists every failed invoice with its row number in the file and the reason for the error, so you can correct the file and re-upload without contacting support.
- A full record of the operation in the activity report under the transaction type “Import”, including the user who ran it and the timestamp.
Differences between the sales and purchases imports
For sales invoices, recording an invoice with multiple line items requires the main invoice data to be repeated in every row. For purchases, the main invoice data is written in the first row only. For sales, the payment method field becomes mandatory for businesses with e-invoicing enabled inside Saudi Arabia. For purchases, files of 100 rows or fewer are processed immediately with their errors shown on screen, and anything larger is processed in the background with the report delivered by email.
Permissions and the accounting impact
Imported invoices follow the same user permission that applies to manual creation. A user with approval permission creates invoices as “Approved” with an immediate journal entry, and a user without it creates invoices as “Pending approval”. This is worth noting in particular when importing large volumes for the first time.
Who this is for
Businesses moving from another accounting system that want to bring invoices held in Excel into Qoyod, accountants and accounting offices that record batches of invoices, and businesses handling high invoice volumes.
Availability
The feature is available to all customers automatically, with no setup or upgrade required.