One-Off Invoices Import – SubscriptionFlow

This guide shows you how to import one-off invoices. To learn how to process bulk payments & track the payment status of these invoices check out this guide.

To import your invoices, you must have Customers, Products & Plans set up prior.

Sample File:

One-off Invoices Sample File

Step 1: File Preparation

First prepare your file for import. You can use Google Sheets, Microsoft Excel or Numbers but you must export the file to CSV format in the end. The following columns/fields are required for the successful import of one-off invoices.

Mandatory Fields

*Invoice*
Customer id*	A unique identifier tying an invoice to a specific customer
Line Items
Plan id*	A unique identifier tying an invoice to a specific plan
Product id*	A unique identifier tying an invoice to a specific product.
*Charges*
List Price*	A numeric value stating the price of goods being sold.
Quantity*	A numeric value quantifying the units utilised during the billing period.

Some additional fields programmed into the system may also be present inside your file.

Optional Fields

System Fields	Description	Sample Data
*Invoice*
id	A unique identifier for the invoice	ab4422af-890d-4fde-b2e1-192b25338bbd
currency	The currency charges are listed in	USD
status	The payment status of the invoice in the system. Accepted values are “due,” “overdue,” “paid,” “partially paid.” “void,” & “projected”.	Due
status_reason	The reason for the invoice payment status	Missing default payment method
invoice_date	The date the invoice was generated	01/03/2024
due_date	The date the invoice is due	05/03/2024
received_payment	Payment collected against this invoice	50
total_amount	The Invoice Amount	300
discount	A numeric amount subtracted from the total charge.	0
total_tax	A numeric value defining the tax collected	0
is_one_off	True or false to whether this is a one-off invoice or not	1
Line Items
subscription_id	A unique identifier for the subscription being invoiced, only in the case of subscription based recurring invoices.	31232b1c-bb4b-40a8-b4c1-4d2e64dbf440
coupon	The id or coupon code associated with this line item
*Charges*
service_from	The start date of the billing period.	5/25/2023
service_to	The last day of the billing period.	6/24/2023
plan_price_id	A unique identifier to the charge id within a plan (as a plan may have multiple charges)	31232b1c-bb4b-40a8-b4c1-4d2e64dbf440

Step 2: File Upload

1. Enter the ‘Invoices’ module from your dashboard and click on the ‘Import’ button at the top right.

2. Select the type of invoice being imported. In this case, we select one-off invoices. Click ‘Start Import’.

3. Browse & upload your import file. Once again, note that only files in the CSV format are supported for import.

4. Once your file is uploaded, click ‘Next’ to proceed.

Step 3: Field Mapping & Import Preferences

5. You will now enter the field mapping screen. The system automatically maps some fields. Hover on the ‘i’ next to any 'Field in SubscriptionFlow' for an explanation. Here the system has automatically mapped all the mandatory fields from the import file to the fields in SubscriptionFlow.

6. Map any unassigned fields using the dropdown menu.

7. Select the date and time format if any dates were included in the file. This is an important step as your import may fail if the date format in the file does not match this selection.

8. Select ‘do not import existing’ to skip any identical records based on the criterion selected from the dropdown.

9. Select ‘update existing’ to update any repeat records based on the criterion selected from the dropdown. For example, if two invoices are found with the same invoice id, the system will update the data to the most up-to-date information. Check ‘Auto Generate Transactions’ only if you do not wish to review the invoices prior to processing them. This will process payments as soon as the invoices are created via import. You can also save this field mapping for future imports. Click ‘Next’.

Step 4: Import Completion & Trouble Shooting

10. Wait for the import to complete and then scroll to the right to see if the records were imported/updated successfully or if any errors occurred.

11. A file containing all errors that occurred in the event of a failed import will be retrievable at the extreme right of the widget.