How to Import Recurring Invoices

Overview

In Simpro Premium, you can manually create recurring invoices to the system through Recurring A screenshot of a recurring icon with a two arrows circling each other. > Create New Recurring Invoice, or save time and reduce data entry errors by importing a recurring invoice list to create multiple recurring invoices at once. Learn more in How to Create Recurring Invoices.

You may wish to test the import process with one or two recurring invoices before importing an entire list.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Import Recurring Invoices

To prepare to import recurring invoices into Simpro Premium:

  1. Download and add data to Simpro Premium's Recurring Invoice Import Template for:
  2. Alternatively, you can create your own import list and leave out any fields that do not apply to your recurring invoices. The file must contain:
    • Customer IDs or Customer Names
    • Site IDs or Site Names
    • Frequency. Must be formatted a number followed by a letter to represent weeks, months or years. For example, for a recurring frequency of every six months, enter 6M.
    • Start Date. Must be formatted as DD/MM/YYYY or MM/DD/YYYY in the US.
    • If a recurring invoice is using a customer contract, the contract must exist in Simpro Premium and the contract must be for the listed customer.
  3. Save your file in your system as a compatible file type: CSV, TXT, or ZIP. Consult your spreadsheet software for file saving instructions if required.
  4. Separate your data using the same or similar headings as the Recurring Invoice Import Template.
  5. Ensure information is accurate, up-to-date and spelled correctly.
  6. Remove any special characters (such as ? # $ % @ !) as these may not import correctly.
  7. Save your file again.

Simpro Premium can recognise and import all headings and information listed in the Recurring Invoice Import Template.

After preparing your recurring invoice list, work through the following steps to import your list into Simpro Premium.

A screenshot of the Customer Import Settings page.

To adjust recurring invoice import settings, go to Utilities A screenshot of a schedule icon with a grey calendar icon and an arrow. > Import > Recurring Invoices.

The options available include:

First Record Is Select Header Record if your list's first row contains column titles, or select Data Record if your list's first row contains specific data.
If Custom List Value Not Found If any of the entries are a drop-down list in Simpro Premium and your file contains any additional values or 'custom list values' not available in the relevant list, select Create New List Option to add the additional value to the drop-down list in your recurring invoice templates. Select Reject and Warn to ignore the field and receive a warning when the recurring invoice list has been uploaded that the field was not created.
If Cost Centre cannot be found

Select Do not Create Cost Centre to leave no cost centre if a recurring invoice in the import has a cost centre that cannot be found in Simpro Premium.

Select Use a default cost centre to apply the default cost centre to the recurring invoice if the cost centre cannot be found in Simpro Premium.
Price

Select to apply the Price in the import file as a:

  • Service Fee
  • Pre-Build
  • Catalogue Item
  • One Off Item

If no item is selected, the price in the template will override the cost centre price.

To select an import file:

  1. Go to Utilities A screenshot of a schedule icon with a grey calendar icon and an arrow. > Import > Recurring Invoices.
  2. Adjust recurring invoice import settings, then click Choose File / Browse.
  3. Locate your recurring invoice import file and click Open.
  4. Click Next.

After selecting a recurring invoice import file, manually match or review your list columns with the fields available in Simpro Premium. You may have both Simpro Premium and your list open at the same time.

To match import columns:

  1. Select your import file as above.
  2. Use the drop-down lists to match your import file columns with the fields available in Simpro Premium.
    • To leave a field out of the import, select Ignore.
  3. Click Import Recurring Invoices.

If you have a large list of recurring invoices, you can navigate away and work in other areas of Simpro Premium, then return to the import page to check on your import. You can only perform one import at a time.

After uploading an import file, the Recurring Invoices Import Complete page displays a breakdown of your import, including Recurring Invoices Added / Updated / Ignored.

Click Recurring invoices imported successfully to download a CSV file of imported recurring invoices for your records, with each recurring invoice line containing their new Simpro Premium-assigned Recurring Invoice ID.

Click Continue to perform another import.

After a successful import, it is recommended you manually check recurring invoices to ensure data has imported correctly. To do this, go to Recurring A screenshot of a recurring icon with a two arrows circling each other. > Recurring Invoices, click an imported recurring invoice, and check for errors. Manually amend if required.

If your file contains errors, an error message displays on the Import Recurring Invoices Summary page, and the table displays the number of errors found.

Click the blue link to download a CSV file of import errors. The Error Text column explains why entries failed. Amend your recurring invoice import list accordingly and restart the import process.