How do I import bills in bulk from a spreadsheet?

You can add many bills at once from a CSV or Excel file. Click Pay in the sidebar, click the arrow next to New Invoice and choose Import CSV. Upload your file, match its columns to bill fields, check the bills and submit. Cleo Pay creates them in the background and emails you when it's finished.

Before you start

Every vendor in the file has to be in your Contacts already. The import doesn't create vendors. If one is missing, add it first. See How to add or invite a vendor.

Each row in the file needs a way to find the vendor. You can use either one:

• The vendor's Cleo code. Open the vendor in Contacts and look at the top of the page, under the name. It reads "ID:" followed by the code. This is the safest option.
• The vendor's name, spelled exactly as it is in Contacts. Capital letters don't matter. If two contacts have the same name, the import can't tell them apart, so use the Cleo code for those.

Archived contacts don't match.

The template

On the first screen of the import, click Download Template to get a CSV with the right columns:

You don't have to use the template. Any file works as long as it has a vendor column (code or name) and either a total or a rate for each line.

Rows that share the same vendor and invoice number become one bill, and each row becomes a line item on it. If you leave the invoice number out, all of that vendor's rows become a single bill. If you don't give a quantity, it's counted as 1.

How to import

1. Click Pay in the sidebar.
2. Click the arrow next to New Invoice and choose Import CSV.
3. Drop your file in the box or click to browse. It can be CSV or XLSX, up to 10 MB.
4. If your Excel file has more than one sheet, pick the one with your bills.
5. Match each column in your file to a field under Maps to. Choose Skip column for anything you don't need. Click Continue.
6. Check the list. Each bill shows Ready or the reason it can't be imported. Click the arrow on a row to see its lines. Bills with a problem can't be selected.
7. Click Submit. The button shows how many bills you're importing.

You'll see "Import submitted." You can close the window and keep working.

Limits and rules

An invoice number can't be used twice in the same file, and it can't match a bill already in your account. If you map a quantity column, quantity times rate has to equal the line total. Split anything bigger into more than one file.

The email when it's done

Cleo Pay emails the person who ran the import, usually within a few minutes. The subject starts with your business name.

Imported bills go through your approval workflows like any other bill. The email shows how many are "Awaiting approval". Cleo Pay doesn't email approvers about each imported bill, so let them know there are bills waiting. See How bill approvals work.

Imported bills don't have an invoice file attached. If you need the PDF on the bill, open it and add it.

Moving from Bill.com

If you're bringing your vendors and bills over from Bill.com, see Move from Bill.com to Cleo Pay.

If it doesn't work

Fix the rows listed in the failure CSV and import just those rows again. If something still fails, email support@cleo-pay.com with the CSV attached to your Cleo Pay email and the file you uploaded.