Skip to main content

Create Invoices from an Imported File

Updated

What this does: Creates invoices in bulk for brokers or agents by importing a CSV or XLSX file, usually from a multiple listing service (MLS) or listing checker service.

Applies to: Mainly real estate associations. The import needs a subscription to the Data Import Module.

Before you start: Read the Good to know notes below, and prepare your file to match the file requirements.

Time needed: 15 to 30 minutes, depending on the file.

Good to know:

  • NOTE: The "WMS Import" feature requires a subscription to the Data Import Module. Contact the Account Management Team with inquiries about the Data Import Module.
  • Chrome browser setting: If "Block third-party cookies and site data" is enabled, the Flatfile importer may not work. Open Chrome Settings, search for "third," navigate to Cookies and other site settings, and either select a less-restrictive option or add your GrowthZone URL to "Sites that can always use cookies."
  • Prepare your import file in CSV or XLSX format with a header row containing at minimum: FirstName, LastName, a Unique Identifier (MLS ID, M1 Member ID, or GrowthZone ContactID), LineItem Description, and LineItem Amount (formatted as a number — not currency or accounting format).
  • Ensure the fee items in your file map to existing fee items in your GrowthZone database.

File Requirements

  • Format: CSV or XLSX
  • Must include a header row with column names
  • Required columns: FirstName, LastName, Unique Identifier (MLS ID, M1 Member ID, or GrowthZone ContactID), LineItem Description (prints on the invoice), LineItem Amount (number format — not currency or accounting)

Steps to Create Invoices from an Imported File

  1. Go to Settings in the left-hand rail, click Data Tools, then select Create Invoices from File. 
  2. Click the Start Importing Invoices button. 
    Create Invoices From File window on the Start step with the Start Importing Invoices button
  3. The import screen will open. 
    Import Invoices screen with the Upload file and Manually enter data options
  4. Either drag and drop the file into the importer window, or click Upload file to browse to the file's location. For more information on available import functions, see the Import Contacts article — specifically the "Import File of Individual Contacts" section.
  5. If needed, select the appropriate column mappings. Be sure to map the fee item in your import file to an existing fee item in your database. 
    Map fields screen pairing each incoming field with a destination field
    Click Continue.
  6. Review the data in your import. If there are errors (such as a mis-formatted field), you can correct them here. 
    Import Invoices screen showing an imported row ready to review before you click Submit
    Click Submit to initiate the import.
  7. Make any final adjustments in the options window and click Done to create the invoices. 
    Finalize Invoices step with Invoice Date, Invoice Term, Due Date, Fee Item and delivery options, and the Done button

You will see a green success message at the top right, followed by a blue completion message. (For large invoice batches, the blue message may take a while to appear.) The new invoices will appear in each contact record, in Unsent Invoices in the Billing section (depending on the delivery preferences selected), and in All Sales/Invoices.

Contact Record:

Contact Billing tab listing the new invoices

Unsent Invoices:

Pending Delivery list of invoices waiting to be sent, with Delivery Method and Missing Info columns

All Sales/Invoices:

All Sales/Invoices list filtered by invoice date, showing the imported invoices

Deliver the invoices either from Unsent Invoices in the Billing section or from All Sales/Invoices as preferred.

Common pitfalls

  • Flatfile importer not loading in Chrome: Disable the "Block third-party cookies" setting in Chrome or add your GrowthZone URL as a cookie exception.
  • LineItem Amount column formatted as currency: The amount column must be a plain number. Currency or accounting formatting will cause import errors.
  • Fee item not found: Ensure the fee items in your import file are mapped to fee items that already exist in your GrowthZone database. If a match is not found, the invoice line item will fail.

 

Related articles