The following is a list and explanation of each of the fields you can include when importing bills.
Important Note: If you sync with an accounting software, we don't recommend importing records via CSV into Bill.com unless they don’t exist in your accounting software at all to avoid duplicates and sync errors.
| Field Name | Required? | Key Field? | Maximum length | Description | Accepted Values | Additional Information |
|---|---|---|---|---|---|---|
| Active? | No | No | N/A | Denotes if this Bill is active or inactive. | - Active - Inactive |
- Requires an exact match with one of the accepted values. - All records are set to Active when created; they cannot be created and set to inactive in the same import. |
| Vendor Name* | Yes | Yes | 100 characters | The Vendor Name of the Vendor for this Bill. | Any | - Once set, this field can't be updated via import. - Requires an exact match with the desired Vendor's Vendor Name (for updating). - If Vendor Name and Vendor ID are both populated for a Vendor, both must be provided to correctly identify that Vendor. - The desired Vendor must be active in Bill.com. |
| Vendor Id | No | No | 20 characters | The Vendor Id of the Vendor for this Bill. | Any | - Once set, this field can't be updated via import. - Requires an exact match with the desired Vendor's Vendor ID (for updating). - If Vendor Name and Vendor Id are both populated for a Vendor, both must be provided to correctly identify that Vendor. - The desired Vendor must be active in Bill.com. |
| Invoice #* | Yes | Yes | 100 characters | The invoice number for this Bill, typically provided by the vendor on the bill. | Any | - Once set, this field can't be updated via import. - Requires an exact match with the desired Bill's Invoice # (for updating). |
| Invoice Date* | Yes | Yes | N/A | The invoice date for this Bill, typically provided by the vendor on the bill. | - Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY. - Single digits don't require a leading zero. |
- Once set, this field can't be updated via import. - Requires an exact match with the desired Bill's Invoice Date (for updating). |
| Due Date* | Yes | Yes | N/A | The date that payment is due for this Bill. | - Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY. - Single digits don't require a leading zero. |
- Once set, this field can't be updated via import. - Requires an exact match with the desired Bill's Due Date (for updating). |
| GL Posting Date | No | No | N/A | The date that this Bill is posted to your general ledger in your accounting system, if supported. | - Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY. - Single digits don't require a leading zero. |
N/A |
| Exchange Rate | No | No | N/A | Exchange rate for a foreign currency bill | Should be foreign currency equivalent to 1 USD | |
| Description | No | No | 4000 characters | The description of this Bill. | Any | N/A |
| Auto Pay Setup | No | No | N/A | N/A | Any | - If set to NO and the vendor is set up for Auto Pay this will disable auto pay for this specific bill. |
| Bill Line Item Amount | No | No | N/A | The amount for this line item on this Bill. | - Must be in the range of -9999999 to 9999999. - Does not support fractions of cents. |
- If this is left blank, it'll appear as blank; this is treated as $0.00. - Accepts values with or without a $; negative values must omit the $. |
| Bill Line Item Account Number | No | No | 40 characters | The Account Number of the Account that this line item is coded to. | Any | - Requires an exact match with the desired Account's Account Number. - If Name and Account Number are both populated for an Account, both must be provided to correctly identify that Account. - The desired Account must be active in Bill.com. |
| Bill Line Item Account Name | No | No | 250 characters | The Name of the Account that this line item is coded to. This line item defaults to an Expense line item if an account is provided. | Any | - Requires an exact match with the desired Account's Name. - If Name and Account Number are both populated for an Account, both must be provided to correctly identify that Account. - The desired Account must be active in Bill.com. |
| Bill Line Item Department Short Name | No | No | 40 characters | The Short Name of the Department that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Department's Short Name. - If Department Name and Department Short Name are both populated for a Department, both must be provided to correctly identify that Department. - The desired Department must be active in Bill.com. |
| Bill Line Item Department Name | No | No | 100 characters | The Name of the Department that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Department's Name. - If Department Name and Department Short Name are both populated for a Department, both must be provided to correctly identify that Department. - The desired Department must be active in Bill.com. |
| Bill Line Item Location ID | No | No | 40 characters | The Location ID of the Location that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Location's Location ID. - If Location Name and Location ID are both populated for a Location, both must be provided to correctly identify that Location. - The desired Location must be active in Bill.com. |
| Bill Line Item Location Name | No | No | 100 characters | The Location Name of the Location that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Location's Location Name. - If Location Name and Location ID are both populated for a Location, both must be provided to correctly identify that Location. - The desired Location must be active in Bill.com. |
| Bill Line Item Job Name | No | No | 100 characters | The Job Name of the Job that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Job's Job Name. - If Job Name and Job ID are both populated for a Job, both must be provided to correctly identify that Job. - The desired Job must be active in Bill.com. |
| Bill Line Item Job ID | No | No | 40 characters | The Job ID of the Job that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Job's Job ID. - If Job Name and Job ID are both populated for a Job, both must be provided to correctly identify that Job. - The desired Job must be active in Bill.com. |
| Bill Line Item Customer ID | No | No | 40 characters | The Customer ID of the Customer that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Customer's ID. - If Customer Name and Customer ID are both populated for a Customer, both must be provided to correctly identify that Customer. - The desired Customer must be active in Bill.com. |
| Bill Line Item Customer Name | No | No | 100 characters | The Customer Name of the Customer that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Customer's Name. - If Customer Name and Customer ID are both populated for a Customer, both must be provided to correctly identify that Customer. - The desired Customer must be active in Bill.com. |
| Bill Line Item Billable? | No | No | N/A | Denotes whether this line item is billable to its coded customer. | - Yes - No |
Requires an exact match with the accepted values. |
| Bill Line Item Description | No | No | 4000 characters | The description of this line item. | Any | N/A |
| Bill Line Item Item Name | No | No | 100 characters | - The Name of the Item that this line item is coded to, if supported by your accounting system and enabled in Bill.com. - If provided, the Type of this line item will be "Item" instead of "Expense." |
Any | - Requires an exact match with the desired Item's Name. - The desired Item must be active in Bill.com. - If Name and Item ID are both populated for an Item, both must be provided to correctly identify that Item. |
| Bill Line Item Item ID | No | No | N/A | - The Item ID of the Item that this line item is coded to, if supported by your accounting system and enabled in Bill.com. - If provided, the Type of this line item will be "Item" instead of "Expense". |
Any | - Requires an exact match with the desired Item's Item ID. - The desired Item must be active in Bill.com. - If Name and Item ID are both populated for an Item, both must be provided to correctly identify that Item. |
| Bill Line Item Qty | No | No | N/A | The quantity of items purchased in this line item. | Must be a number. | Up to 5 decimal places are supported. |
| Bill Line Item Unit Cost | No | No | N/A | The cost of one unit of this item. | - Must be in the range of -9999999 to 9999999. - Does not support fractions of cents. |
- If this is left blank, it'll appear as blank; this is treated as $0.00. - Accepts values with or without a $; negative values must omit the $. |
| Bill Line Item Employee ID | No | No | 40 characters | The ID of the employee that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Employee ID. - The desired Employee must be active in Bill.com. |
| Bill Line Item Class Name | No | No | 40 characters | The Name of the Class that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Class's Name. - If Name and Class ID are both populated for a Class, both must be provided to correctly identify that Class. - The desired Class must be active in Bill.com |
| Bill Line Item Class ID | No | No | 40 characters | The Class ID of the Class that this line item is coded to, if supported by your accounting system and enabled in Bill.com. | Any | - Requires an exact match with the desired Class's Class ID. - If Name and Class ID are both populated for a Class, both must be provided to correctly identify that Class. - The desired Class must be active in Bill.com. |
| Bill Line Item Order* | Yes | No | 1 - 3 characters | The number that determines the sequential order of the line items in the bill | Any | - Bills can have up to 100 line items. - Enter a "1" for line item number 1, "10" for line item ten, etc. |
Things to know
The following fields won't import, leave them blank on the template to avoid errors:
- P.O. Number
- Payment Terms Name
- Auto Pay Setup
- Created from an eBill
- Item Name
- Item ID
- Source of bill creation
- Use Bill Description for Expense Description
When updating bills via import, if any fields are set to ignore on the import profile, the edited bill will reflect those fields as null/blank value.
