Understanding Invoice Import Basics
You can import invoices and credit notes into Accounts receivable through a spreadsheet file. This can be done using a Custom Import methods constructed by Agicap.
If you'd like to use this method, you'll need to contact the chat to build the custom import. They will ask you to send either the customer ledger, or a list of your current invoices.
Most of the time, it can take one to two weeks to create this setting.
Supported File Formats
Cash Collect only supports Excel Workbook (.xlsx) format files for importing invoices
Maximum File Size and Invoice Limit
The maximum file size for import is 10MB.
You can import up to 60,000 invoices and credit notes.
The number of invoices corresponds to the number of non-empty rows in your file.
Invoice Import Modes to Mark Invoices as Paid
There are two modes available for importing invoices to mark them as paid:
Outstanding Import Method
Using the Outstanding Import method, you only need to import outstanding invoices. Invoices that are present in Accounts receivable but not in your imported file will automatically be marked as paid.
This method is useful if your ERP system can extract only outstanding invoices or if you have a large number of invoices.
To use this method, contact the tchat, the blue bubble at the bottom right of your Agicap account, and ask them to activate the outstanding invoice import.
💡 Once activated, pay attention to always import all your ongoing invoices, otherwise everything will be marked as paid on Agicap.
History Import Method
With the History Import method, you import all your invoices, both paid and unpaid. Invoices in your file will be created or updated in Accounts receivable accordingly. This method is the default import method.
Steps to Import Invoices Using a Spreadsheet
Export the spreadsheet file used as a model to create the settings
Make sure it's on the right format (.xlsx) and the column are on the right order.
Import the File
In Accounts receivable, navigate to the invoice import section.
Upload your file
Review the Import Analysis
After importing, you'll see a summary:
Number of new invoices/credit notes to be imported.
Number of invoices/credit notes to be updated.
Number of invoices marked as paid.
Validate the Import
Carefully review the analysis report before validation.
Ensure that the number of invoices marked as paid is correct.
Finalize the Import
Once validated, invoices will be created or updated in Cash Collect.
What Happens After Importing the Invoices?
New Invoices and Credit Notes
Created in the Pending Invoices or Available Credit Notes lists.
Expected transactions are created in Treasury if synchronization is enabled.
Analytics and reconciliation data are updated accordingly.
Existing Invoices
Information such as amount, issue date, due date and payment date can be updated.
The invoice number cannot be modified. If needed, delete and re-import the invoice.
Updates will reflect in Treasury, analytics, and reconciliation.
Managing Imported Invoices
After importing, you can edit the following invoice information:
Title
Client
Amount and Currency
Issue Date
Due Date
Expected Payment Delay
Payment Date
⚠️ The Invoice Number cannot be modified once the invoice is verified.
💡 Tips
Ensure your spreadsheet file is correctly formatted and contains all mandatory columns.
When using the Outstanding Import method, always include all outstanding invoices to avoid incorrect marking of paid invoices.
If you encounter performance issues with large imports, consider splitting your file into smaller chunks.
Review the import analysis carefully before validation to prevent unintended changes.
Q&A ❓
Why can't I see all the invoices after importing?
If you are a non-admin user and the restriction is activated in Settings, you will only see invoices associated with clients where you are assigned as an internal user. Admin users have access to the complete list of invoices.
What should I do if I need to change an invoice number?
Once an invoice is verified, the invoice number cannot be modified. To change it, you need to delete the invoice and re-import it with the correct invoice number.
How do I handle partial payments or installments?
When updating the amount due for partial payments, be aware that the original amount is not retained, and installments are not automatically created. You may need to manage installments manually by splitting the invoice as needed in Agicap.
Why is the expected transaction in Treasury taking a long time to appear?
After importing invoices, the synchronization with Treasury may take some time, especially for large imports:
Importing 10,000 invoices may take approximately 20 minutes.
Importing 60,000 invoices may take up to 1 hour.
Please allow some time for the expected transactions to appear in Treasury.