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Import your recurring purchase invoices
Import your recurring purchase invoices

Centralise all your recurrent expenses.

Camilla avatar
Written by Camilla
Updated over a week ago

First of all:

  1. Go to Expenses>Expenses and access the Recurring Purchases tab.

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

  3. Select Import

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

Import recurring purchase invoices

To carry out this process correctly, you have at your disposal a CSV/Excel template that you simply need 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 (*).


This field refers to the recurring invoice number.


Write the time interval between each purchase. Follow the following format:

  • Daily: "d

  • Weekly: "w

  • Fortnightly: "bw

  • Monthly: "m

  • Bi-monthly: "bm" Quarterly: "q" Quarterly: "q

  • Quarterly: "q" Quarterly: "q

  • Half-yearly: "ba

  • Annual: "a" Annual: "a" Annual: "a" Annual: "a" Annual: "a"

Start date dd/mm/yyyy*.

Enter in format dd/mm/yyyyyy the start date of the recurrent

End date dd/mm/mm/yyyy*.

Enter in format dd/mm/yyyyyy the end of the recurrent

Maturity date*

Indicate the type of maturity of the recurrent


Additional information on the invoice

Name of the contact person*

Include the supplier issuing the invoice


It is important to include this field in order to link 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)

Description of the product

Additional information of the product entered


With this field Holded will be able to relate invoices to products that are already registered on the platform.

Unit price

Enter the price per product, not including tax.

Units* Add the number of units

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

Discount %

Add the discount for each product per line


Add the VAT % for the corresponding accounting adjustment. You have 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 a 0 otherwise


Invoice type (intracommunity, general...)

Tags separated by -

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

Expense account name

Personalised 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 > Sales and Purchases.


Specify the currency of the invoice

Currency exchange

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 Recurring Purchases, 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 contact us at [email protected].

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