How to import customers and invoices into SimplePin

SimplePin provides an easy way to import a large number of customers and invoices into our database. This method can also be used as a simple alternative to SimplePin's API.

To start importing:

Find the article "How to import customers and invoices into SimplePin" in the blog of our website. The easiest way to find this article is to visit our home page and click on the article "How does SimplePin work?" The article will be listed at the bottom of the page.
Download the MS Excel template document from import-template.xlsx You can also download a working example of the document from import-example.xlsx
Add your data to the document
Log into SimplePin. Under menu item Invoices, click on Imports.
Browse and find the file from where you saved it.
You will be presented with a preview of your import:
1. A number of records which will be successfully imported
2. A number of records with issues. If you would would like to review the records with issues, then download the error file. Review and fix the issues, so that you could import the file again.
If you decided to import the records, click on the CONFIRM button.
As soon as the import is completed, please validate the imported data.
1. To review customers please go to customers / list
2. To review imported invoices go to invoices / list

Note that if during the import process the system finds a customer with the same customer ID and new data, the customer's information will then be updated. If the invoice ID found in the system is different from the previous record, then the invoice will be reopened and resent to a customer.

Description of the import document format

Our template document is divided in two sections. The section with the columns highlighted in blue specifies the customer's details. The section in green specifies the invoice details. If you want to import or update customers only, you can easily do so without specifying any invoice information. At the same time, invoices can't be imported without the customer's details.

When you import data into SimplePin, we verify if the customer ID and email address in Excel is consistent with the customer ID in our database. We also create a new record in the event that the customer does not exist. If during the import process we find that the customer does exist, we then update the company's customer details. If the new information is different, we then update entries in our database. Similarly, the same process works for invoice entries, except in this case we validate the invoices by invoice ID.

Customer information

Column name

Description

Account holder

Normally, the first and last name of your customer.
Mandatory field

Contract

Unique ID of the contract, it could also be a policy #.
Optional field

Email address

The email address of your customer. It should always be unique for every customer.
Mandatory field

Phone number

Phone number of your customer.
Mandatory field

Customer since

The date when your customer was created in your accounting system or CRM.
Should follow the format: YYYYY-MM-DD
Mandatory field

Main Address

Alternative Address

If the customer has alternative billing addresses, you can specify if there is only one or multiple.
Should follow the format:
{Country | Province/State | City | Address | Postal code}
{Country | Province/State | City | Address | Postal code}
{Country | Province/State | City | Address | Postal code}
Example: {Canada | Quebec | Montreal | 456 Main Street #201 | H3S 1H7}
{Canada | Quebec | Montreal | 234 Main Street #201 | H3S 1H7}
{Canada | Quebec | Montreal | 876 Main Street #201 | H3S 1H7}
Optional field

Address to use

This field allows you to specify which address should be used for billing in your invoice. M means main address and A means alternative, N represents alternative address number. For example, if you have a customer with a main address and 3 alternative addresses and would like to create an invoice for 2 alternative addresses, specify A2
Should follow the format: M / AN
Examples: M or A1 or A2
Mandatory field

Invoice information

Column name

Description

Invoice #

Unique invoice id in your CRM or accounting system.
Mandatory field

Invoice Type

Reserved field and not used at this moment.
Optional field

Invoice Date

The invoice date in your CRM or accounting system. The date on which an invoice for a good is issued, which is usually the same day that the good is sent to the buyer.
Mandatory field

Invoice Date

Invoice Date in your CRM or accounting system. The date on which an invoice for a good is issued, which is usually the same day the good is sent to the buyer.
Should follow format: YYYYY-MM-DD
Examples: 2019-02-25
Mandatory field

Invoice Due Date

The due date refers to the day that the invoice must be paid at the latest.
Should follow the format: YYYYY-MM-DD
Examples: 2019-02-25
Mandatory field

Billing Period (from-to)

The time between the start and end of one billing cycle associated with this invoice.
Should follow the format: >YYYY-MM-DD | YYYY-MM-DD
Examples: 2019-02-25 | 2019-02-25
Optional field

Pre-authorized charge on

If you have a pre-authorized agreement consent from the customer, you specify the date on which you can charge him or her.
Should follow the format: YYYYY-MM-DD
Examples: 2019-02-25
Optional field

Reminder Scheme

The notification schema allows you to specify the schedule as to how often the customer will be reminded to pay his/her invoice.
Could be one of the following: DEFAULT / AGRESIVE / CUSTOM
Mandatory field

Reminder Scheme

Notification scheme allows you to specify schedule according to which customer will be reminded to pay his invoice.
Could be one of: DEFAULT / AGRESIVE / CUSTOM
Mandatory field

Line items

List of products or services to be included in the document, where

Product description goes here is name of the product
Qty is the quantity of items
Price is the price per item

Should follow the format:
{Product description goes here | Qty | Price}
{Product description goes here | Qty | Price}
{Product description goes here | Qty | Price}
Example:
{Product description 1 | 10 | 5.75}
{Product description 2 | 2.5 | 14.57}
{Product description 3 | 1 | 100}
Mandaroty field

Subtotal

Represents a subtotal invoice of the invoice before taxes.
Should be a numeric value
Examples: 1045.50
Mandatory field

Tax

List of taxes collected as part of this invoice, where

TAX A - name of the tax
Percent - Percent of the tax you would like to present on your invoice
Value - Financial value of the collected tax

Should follow the format:
{TAX A | Percent | Value}
{TAX A | Percent | Value}
{GST | 5 | 150.00}
{PST | 9.975 | 304.36}
Mandatory field

Total

The total invoice amount which includes taxes.
Should be numeric value
Examples: 1045.50
Mandatory field

Admin fees paid by

Who pays credit card or bank account fees.
Should be one of following: Customer / Company / 50-50
Mandatory field

Currency

Currency of the invoice.
Should be one of following: CAD / USD
Mandatory field

To send

Specify if the invoice should be sent, saved as a draft for review or create a link without sending the invoice by email.
Should be one of following: Send / Draft / Link
Mandatory field

Want to know more about SimplePin? Call our toll free number: 1 800 727-4136. You can also email us at info@simplepin.com, or contact us through our website at simplepin.com/contact-us or request a demo with one of our product specialists.

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