Import Invoices from a CSV

If you are switching to LawnPro from another software — or you have invoices in a spreadsheet — you do not have to type them in one by one. LawnPro lets you import invoices from a CSV file, with the balance they still owe and a payment on the ones that were already paid.

Available on all plans.

In This Article

• Import customers first
• Import invoices
• What happens after import
• Common questions

Import customers first

Invoice import matches each row to a customer that is already in LawnPro. It does not create customers.

Import your customers first (Settings > Import Customers, Invoices, Assets, Expenses, Items & Services > Import Customers), then come back for invoices. See Import Customers.

LawnPro matches in this order:

1. Customer Number — the number on the customer in LawnPro
2. Customer Email — only if the customer-number cell is empty (or you skipped that column)
3. Customer Name — the customer name as it appears in LawnPro

If a row cannot be matched, that invoice is skipped and the import tells you which row.

Important: If you map Customer Number and those numbers are still the IDs from your old software, LawnPro will not try email or name when the number does not match. Skip the number column (or clear it) and map Customer Email instead.

Import invoices

Go to Settings > Import Customers, Invoices, Assets, Expenses, Items & Services, then click Import Invoices.

You will land on the import page. Before you do anything else, download the sample CSV. Click Download Sample CSV File and open it. This shows you exactly how your file needs to be formatted — what columns are expected and how the data should be laid out. Use this as your guide when preparing your own file.

Keep the header row. A few things that are different from a customer import:

• Each row is one service on the invoice. If one invoice has two services, use two rows with the same invoice number — LawnPro groups them into one invoice.
• Dates need to be MM-DD-YYYY, MM/DD/YYYY, or YYYY-MM-DD.
• Start Import stays off until you have mapped a customer field (number, email, or name), Invoice Date, Line Item, and Unit Price.

You also want Invoice Number when you have one. If that number already exists in LawnPro, the row is skipped so a second import does not duplicate it.

Status can be Draft, Sent, Paid, Partial, Past Due, or Written Off. If you leave it blank, LawnPro treats it as Sent. For Paid or Partial, include Paid Amount (Paid with no amount uses the invoice total), and optionally Payment Date and Payment Method.

Once you have your file ready (you can use the sample file to try it), click Select File to Import.

Select your file and upload it.

After the file uploads, LawnPro will show you a preview of your data. This is the mapping step — and it is important to get right.

At the top of each column you will see a dropdown. Use these to tell LawnPro what type of information is in each column. Matching column headers (including common names from other software) are mapped for you — check them, then map anything still on Skip.

Take your time here and make sure every column is matched correctly. This is what ensures your invoice data ends up in the right fields in LawnPro.

Once everything is mapped, click the green Start Import button.

If it worked, you will see a success message with how many invoices were imported. You can then open them with View Invoices.

What happens after import

• Sent, Partial, and Past Due invoices are marked sent, so they show on the customer’s balance
• Draft invoices stay unsent
• Paid and Partial invoices get a payment on the invoice (not an online payment)
• Customers are not emailed, texted, or auto-charged, and automations do not run
• Imported invoices are set to skip QuickBooks until you choose to sync them, so they do not create duplicates there

Common questions

Can I import invoices before customers?

No. Import customers first, then invoices.

What if I run the same file twice?

Rows whose invoice number already exists are skipped. Nothing is duplicated.

Does this send the invoices to my customers?

No. Import never sends email, text, or mail.

Why were some rows skipped?

Usually the customer could not be matched, the invoice number already exists, or the date wasn’t in one of those formats. The import lists the rows it skipped.

Will this mess up QuickBooks?

Imported invoices and payments are marked to skip QuickBooks. They will not push over until you choose to sync them.

Related Articles

• Import Customers — customers have to be in LawnPro first
• Importing Information — the Settings import hub