Data Import

How to use the Invoice Migration Template

Make the Invoice import process easier with ArtCloud's pre-made Invoice Migration Template

This helpful article covers the process of importing Invoices into ArtCloud in bulk. It also covers where to download ArtCloud's Invoice Import Template.The Invoice Import Template can be opened by any spreadsheet software that can open .CSV (Comma Separated Values) files, such as Microsoft ExcelGoogle Sheets(free), Numbers(by Apple), or Libre Office Calc.

NOTE: Your first migrations into ArtCloud should occur in the following order: Contacts -> Inventory -> Invoices.

The template works based on column names. Every row is an Invoice Record, and the intersecting columns are what field that cell will be populating. For example:

  invoice_number client_email client_first_name client_last_name date
A 22 wsmith@yahoo.com Will Smith 03/05/2018
B 23 mpython@gmail.com Monty Python 03/13/2018


The first invoice's Invoice Number is 22. The client's name is Will Smith, and their email is wsmith@yahoo.com. This item was purchased on 03/05/2018. The second invoice's Invoice Number is 23. The client's name is Monty Python, and their email is mpython@gmail.com. This item was purchased on 03/13/2018

NOTE: Fields can be left empty with no consequence, and you can include as many or as few pages as you please. Keep in mind that adding information to existing Invoice records after an import may result in a fee.

Invoice Import Template Key

Column Name Input Type Notes & Description
A invoice_number Number The invoice's unique, identifying number.
B client_email Text The client's email.
C client_first_name Text The client's first name.
D client_last_name Text The client's last name.
E date MM/DD/YYYY The date of the invoice's creation.
F status Open, On_Approval, Closed The status of an invoice. This field ignores case(does not matter if an entry is capitalized or lowercase), but will default to "closed" if left empty.
G inventory_number Number A group of numbers used to identify individual pieces. Inventory Numbers must be unique. If this is left blank, ArtCloud will generate one for you.
H sku Alpha-numeric A line of text and numbers used to identify individual pieces. SKUs must be unique. If this is left blank, ArtCloud will generate one for you.
I quantity Number Number of items sold. Quantity must be a numeric value.
J item_price Number Price of the item sold. Price must be a numeric value.
K item_discount_amount Number The amount discounted from an individual item. Must be a full amount, not a percent. (Example:$300instead of 20%)
L invoice_discount_amount Number The amount discounted from the entire invoice after item discount amounts are removed. Must be a full amount, not a percent. (Example:$300instead of 20%)
M invoice_sales_tax_amount Number The invoice's sales tax. Must be a full amount, not a percent. (Example:$300instead of 20%)
N invoice_shipping Number Flat amount for shipping cost.
O paid Number Amount paid on current invoice.
P payment_type Text Method of payment (Example: Check,Visa,Mastercard, etc.).
Q comments Text Comments on the exchange.
R private_notes Text Notes that can be seen only in the invoice record.
S staff_email Text Email of the staff member who originally sent the invoice.
T title Text Title of the piece/merchandise.
U artist_first_name Text Creator of the piece's first name.
V artist_last_name Text Creator of the piece's last name.
W import_key Text A unique string of text and/or that helps match columns to records. If this is left blank, ArtCloud will generate one for you.