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Import your proforma invoices
Import your proforma invoices

Centralize all the information of your proformas

Camilla avatar
Written by Camilla
Updated over a week ago

💎 Activate this free feature from the Gems section of the Holded Store.

First of all:

  1. Open the three-dot menu(⋮) in the top right corner

  2. Select Import

  3. Or, alternatively, go to Menu>Import>Sales

Import proforma invoices

To carry out this process correctly, you have at your disposal a CSV/Excel template that you simply have to download, fill in and upload again to the platform.

1. Download the import template

  1. Open the import modal as explained above.

  2. Download the CSV/Excel template to view the import format

  3. Open the downloaded document to be able to work on it.

2. Fill in the template

Fill in the fields below. Those that are essential are marked with an asterisk (*), while those that require prior configuration in Holded are marked with a circumflex accent (^).

Document number*

Enter the number of your proforma

Numbering format ^

You can define this numbering from Configuration>Invoicing>Documents.

Date* Date

You must include it in dd/mm/yyyy (day/month/year) format.

Expiry date*

Sets the date when the proforma will change status to Holded


Add a short private description of the concept of your proforma

Contact name

Include the name of the customer the proforma is addressed to


It is important to include this field so that the document is correctly related to the contact.


Write the billing address of the contact


Refers to the location of the contact's address


The postal code of the contact's address


Region where the contact is located


The country where the contact is fiscally resident


Include product names, one per product line


Add additional public information about the product


Add the SKU of the product

Unit price*

Includes price per item, excluding tax

Unit price*

Add the number of units of the item


Include the discount percentage if there is one


Enter the VAT %. It is necessary to include the key of the tax that you will find in Configuration > Invoicing > Taxes
Example: If you need to include a VAT 21% you will have to indicate the following key: s_iva_21

Withholding tax

Add the additional withholding tax

Rec. of eq.

Fill in this field if the proforma contains the additional withholding tax.


Write the type of proforma, e.g. if it is an intracommunity or general proforma

Form of payment^

Add the API Key of the payment method. First you will have to generate it in Configuration>Developers and then, to finish the process, you will have to go to Configuration>Invoicing>Payment methods, add a payment method and copy the number in blue that appears on the tab, just next to the plug icon.


Include tags to categorise your proformas. They must be separated by a "-".

Sales channel name

Customise the name where the proformas of the same accounting account will be grouped.

Sales channel account^

Add the sales accounting account where your proforma belongs. In case you leave this column blank, the system will automatically assign the last account of each group. For example, if you have generated 11 accounting accounts for Sales and Revenue, 700000011 will appear.


Includes the currency of the document

Currency exchange

Fill in this field if you need to keep the currency exchange rate.

In case you leave blank lines between invoices, the template will not be imported. It is important to add the data without leaving space and in a correlative way, as lines from different invoices cannot be combined.

3. Upload the template information

  1. From Proformas, access the three-point menu again(⋮)

  2. Click on Import

  3. Click on the Upload file button

  4. Select the spreadsheet with the completed fields that you have previously saved

  5. Confirm the action

I would like to receive personalised help

If you would prefer our Import team to give you a hand with the preparation of your files, at Holded we have a team of experts who can advise you and carry out the import for you.

Our team will assist you with the preparation of your journal, sales and purchase invoices, contacts, accounts and products. They will also help you to detect errors, correct them and organise each of your files.

This will ensure that all your business information is transferred correctly and give you peace of mind that the import will be successful.

To find out more about the service and pricing, please contact us at [email protected].

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