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Import your purchase invoices
Import your purchase invoices

All your expense invoices in one place.

Camilla avatar
Written by Camilla
Updated over a week ago

First of all:

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

  2. Select Import

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

Import purchase invoices

You can import invoices issued in the current year or in other years. To carry out this process correctly, you have at your disposal a CSV/Excel template that you simply 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 (*).

Invoice no.*.

Include on each line. We recommend you follow the sample content.

Date dd/mm/yyyy*

Enter in dd/mm/yyyy format.

Due date dd/mm/yyyy*.

After this date the invoice will change status to Holded.


Additional information on the invoice

Name of contact person*

Include the supplier issuing the invoice


It is important to include this field in order to relate the invoice to the contact person


Add the contact's billing address


Location of the contact's address

Zip/Postal code

Add the postcode of the contact address


Region where this address is located


Country to which the address belongs


Include the names of the products (one per line)

Product description

Additional information of the product entered


Add the SKU of the product. Remember that for item invoices you will have to add a line for each product.

Unit price*.

Enter the price per product, excluding tax.

Units* Add the number of units

Add the number of units so that Holded can perform the calculation.

Discount % Discount % Discount % Discount % Discount

Add the discount for each product per line


Add the VAT % for the corresponding accounting adjustment. You need to include the tax key which you will find in Configuration > Invoicing > Taxes. Example: If you need to include a 21% VAT you will have to indicate the following key: p_iva_21

Withholding %

In the case that the invoice contains an additional withholding tax

Inv. Subject. Liability (1/0)

Add a 1 if the invoice includes a reverse charge. Enter 0 otherwise


Type of invoice (intra-community, general...)

Amount charged*

Add this amount including tax to detail the status of the invoice. In the case of item invoices, you will only have to fill in the first line of the invoice with the total amount collected and leave the rest of the lines empty.

Date of collection

Time at which the payment is issued

Payment account

Account account where the customer's payment was made

Tags separated by -

Tags to organise your documents. Use a hyphen(-) to separate them.

Expense account name

Customised name where your invoices from the same account will be grouped.

Expense account number

Add the expense account to keep a correct accounting. You can find the numbering corresponding to the expense or purchase account from Configuration > Invoicing > Preferences.


Specify the currency of the invoice

Change currency

Include it if you want to keep the exchange rate of the document.

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 it is not possible to combine lines from different invoices.

3. Upload the template information

  1. From Expenses, access the three-dot menu (⋮) again.

  2. Click on Import

  3. Click 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 email us at [email protected].

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