Moving via CSV

What comes in

Three tables: customers, invoices (credit notes too) and line items. Incoming receipts, suppliers, items and quotes do not come in this way. If you come from Lexware Office or sevDesk, use the dedicated move instead — it brings more.

Prepare the files

1. 1Open Settings → Import → CSV files and click Download templates. Each template has the column headers and one example row; below, the page explains every column and marks the required ones.
2. 2Fill the templates from your previous program. The column names must match — upper or lower case does not matter, German and English names both work. Unknown columns are reported as a note and left out.
3. 3Every customer gets its own kennung (reference); invoices refer to it in the column kunde, line items refer to the invoice’s reference in rechnung.
4. 4Every service type in the line items must already exist under Settings → Documents → Services, spelled exactly the same.

If you save from Excel, choose CSV UTF-8 (comma delimited) and check that the delimiter is a semicolon — in many English setups Excel uses a comma, which is not recognised. Another encoding garbles umlauts.

Dry run, then import

1. 1Drag the files into the card Your files — one at a time or together. Invoices need the customer file in the same run.
2. 2Click Dry run. Invobookz reads everything, matches and counts — and writes nothing. You see what would come in and what is already there.
3. 3Below are the findings: what blocks, what is a question, what is only a note. Correct the file and try again.
4. 4Only when nothing blocks does Import for real become available. If a file changes after the dry run, it is refused — do a new dry run first.

• Blocking, for example: an invoice without number, an unknown customer reference, net plus tax not equal to gross, line items not adding up to the invoice, a date in another format.
• The same invoice or customer number twice in the file blocks as well.
• If anything blocks, nothing at all is written.

Nothing is overwritten

• Invobookz recognises customers by customer number, otherwise by name; invoices by number.
• Whatever is already there stays unchanged. A second run with the same files brings nothing new — it reports “were already there”.
• Every imported entry carries a note that and when it was taken over.
• Imported invoices are a record: visible on the customer and in the lists, but without effect on VAT and VIES returns, reports, plan counts, dashboard and dunning — they have already been filed.

Afterwards, Your numbers simply carry on suggests continuing the number range after your last imported invoice — Take over the number range. It can only go up.