Import Customers CSV

Important note: Before importing Invoices or Invoice Payments, you must have your customer’s created in KashFlow.

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Required Fields

The Customer CSV import requires two critical fields;

• Title – Mr, Mrs, etc.
• First Name – Unique for each customer. Maximum of 12 alphanumeric characters with no spaces.
• Last Name – Unique for each customer. Maximum of 12 alphanumeric characters with no spaces.
• Customer Code – this needs to be unique for every Customer and can be a mixture of letters and numbers with no spaces up to 12 characters maximum – i.e. “SMIT00000001”

Optional Fields

Please Note: In line with the KashFlow update dated 29^th December 2020, the customer import CSV structure has changed. Specifically, the field EC has been replaced with Trade Border Type.

Other optional fields are listed below, along with a description on how these should be formatted and example text:

• Name – i.e. “Smith Ltd”
• Contact Name – i.e. “Mr John Smith”
• Telephone – Numbers Only – i.e. “01234567890”
• Mobile – Numbers Only – i.e. “07123456789”
• Fax – Numbers Only – i.e. “01234567890”
• Email – i.e. “[email protected]”
• Address 1 – For this and all other address items on alphanumeric characters can be used – i.e. “1 Apple Road”
• Address 2 – i.e. “Littlewood”
• Address 3 – i.e. “Bigtown”
• Address 4 – i.e. “United Kingdom”
• Postcode – i.e. “AA1 1AA”
• Website – i.e. “www.smithltd.com”
• Trade Border Type – 0,1,2 or 3:
  • 0 = VAT registered in UK
  • 1 = VAT registered in an EC Member State
  • 2 = Based outside of the EC
  • 3 = VAT registered in an EC Member State and I (the KashFlow user) am based in Northern Ireland
• Notes – Customer Notes – i.e. “This customer always pays on-time”
• Source – Customer source that you have set up in sources – i.e. “Online”
• Discount – A percentage as a whole number without the symbol – i.e. “10”
• Show Discount – Show discount on invoices, 1 or 0, 1=yes 0=no, i.e. “1”
• Payment Terms – number of days that this Customer has to pay their Invoices by from invoice date – i.e. “28”
• Created – date customer record created – date formatted as DD/MM/YYYY – i.e. “27/07/2012”
• Updated – date customer record was updated – date formatted as DD/MM/YYYY – i.e. “27/07/2012”
• VAT Number – VAT number with no spaces and country code if applicable – i.e. “GB123456789”

Uploading the template

To import

Settings > Import Data > Import CSV Files > Enter in your Username & Password (Please note if you have specified an alternative API Password you would need to use it here) > CSV > Customer > Upload your file > Tick the box ‘ My first row contains column headings; if appropriate > Use the drop downs to map the file > Import

Please note, if the CSV file contains any special characters such as, ‘ ; ( ) {} & * £ $ “ ” <> ? / @ ~ # etc… Please remove as these may cause errors to the import process. 

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