How to Import Receivables

Updated May 07, 2025 23:20

Importing receivables into Paystand X allows you to upload your invoice data directly into our platform using a CSV file. This ensures your billing and collections processes stay in sync with your financial systems. Here’s how to get started:

Accessing the Import Feature

To begin, navigate to the Receivables tab and click the Import Receivables button at the screen's top-right corner.

Understanding the Import Tabs

Import Tab

You can drag and drop your file or open your file explorer to select the CSV file containing the receivables to import.

Note

We only support CSV files up to 10 MB in size.

Import History Tab

This tab shows your past import activity, including whether the import was successful and any errors encountered.

Note

Import logs will remain accessible for 60 days.

Column-Mapping Tab

Before importing your first file, you must match the columns in your CSV with Paystand's required fields. This ensures that the system interprets your data correctly.

You only need to complete this step once during your initial setup.
Each merchant account can have only one mapping schema.
Required fields will be marked with an asterisk (*) in the mapping interface.

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CSV Requirements for Receivables Import

Column Name	Consideration
Amount Due, Amount	Values must not include the $ symbol. Ensure values are not negative.
Primary Email	All email addresses must be lowercase and correctly formatted. To add secondary emails, include them in the same column after the primary email, separated by semicolons with no spaces. The first email entered will be the customer’s primary email, and subsequent emails will be treated as secondary. Example: user@company.com;user2@company.com;user3@company.com
Due Date, Created Date	Dates must be formatted as mm-dd-yyyy.
Is Canceled	Acceptable values: "Yes", "yes", "No", "no", "True", "true", "False" or "false"
Currency	For merchants invoicing in CAD, the value of this column must contain the value CAD for every invoice record.

How to Update Existing Receivables

Need to make changes to invoices already in the system? You can do that by re-importing your CSV file — no need to delete or manually adjust records one by one.

Paystand matches invoices based on the Invoice Ext ID (External Invoice ID), a unique identifier. If the system finds a match, it updates the existing invoice instead of creating a new one.

Common Updates You Can Make:

Amount Due
Due Date

Important Consideration

Make sure to keep the Invoice Ext ID the same so the system recognizes it as an update, not a new invoice.

What Happens When You Re-Import?
When re-importing invoices, how the system reacts depends on what you update.

Key scenarios:

If the Amount Due or Due Date changes, Paystand will automatically adjust the invoice.
If the invoice is already part of a Collection or AutoPay plan, additional logic is applied (e.g., the plan may be canceled or unchanged depending on how close it is to the new due date).
If the updated amount is marked Paid, the system won’t overwrite it.

Need Help?
If you’re unsure how your CSV should be formatted or how your updates are affecting invoices, contact our support team.