Import Invoices

The Import Invoices action allows simplified automatic uploading of multiple invoices into the system. It works by importing an Excel file in a fixed format. Each row in the file creates an invoice with a simple structure (only one service per invoice).

Excel File Format

  • The file must follow the exact column structure shown in the sample Excel file —  

  • The first row must contain column headers.

  • The required format is as follows:

Column

Header

Description

A

Invoice Type

Invoice type (Freight, Commission, Bunkering, Miscellaneous / Demurrage, Disbursement, Hire)

B

Invoice Number

Invoice number

C

Date

Invoice issue date

D

Currency

Currency code (e.g., USD, EUR)

E

Amount

Invoice amount

F

Issued By

Full name of the issuing company

G

Payer

Full name of the paying company

H

Bank Account

Bank account number

I

Vessel

Vessel name (use — if not applicable)

J

Remarks

Optional comments

K

Direction

Invoice direction (Outgoing or Incoming)

Invoice Status by Direction

The invoice direction is determined by the Direction column:

  • If Incoming is specified, the invoice is created with status Released.

  • If Outgoing is specified, the invoice is created with status Draft.

Import Window Overview

After selecting and parsing the file, the import window opens.

  1. Left panel — Preview of the original Excel file.

  2. Top-right panel — Invoices that were successfully recognized and are ready for import.

  3. Bottom-right panel — Rows that could not be processed. These may be missing required fields or contain values not found in the system (e.g., unknown company names, invalid bank account numbers, or vessel names).

Editing Imported Rows

  • Double-click any prepared invoice row to open an editing window.

  • The form allows correcting values before completing the import.