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.
If you need to make changes to your column mapping after setup, please contact our support team.
CSV Import Guidelines
Following these guidelines will help avoid errors and ensure a smooth import experience.
| Requirement | Rule |
| File Type | .csv only |
| Max File Size | 10MB |
| File Encoding | We automatically convert to UTF-8 |
| Empty Files | File must contain data |
| Disallowed Characters | Avoid: ", ', =, +, -, @, --, =cmd, =sum, =vlookup |
| Quotes & Spaces | Extra spaces and quotes are trimmed automatically |
Receivables Import – Required Fields
| Column Name |
Description |
Format / Limits |
| invoiceId | Internal invoice identifier | Max 40 characters |
| invoiceNumber | Displayed invoice number | Max 40 characters |
| amount | Invoice total |
Must be a positive number Supports $ symbol and commas (e.g., $1,000.00) |
| amountDue | Amount left to be paid |
Must be a positive number Supports $ symbol and commas |
| customerName | Name of the customer | Max 50 characters |
| extCustomerId | Customer ID from your ERP | Max 40 characters |
| date | Invoice posting date | MM-DD-YYYY, MM/DD/YYYY, or MM.DD.YYYY |
| dateDue | Due date | MM-DD-YYYY, MM/DD/YYYY, or MM.DD.YYYY |
| isCanceled | Invoice status | yes / no / true / false (not case-sensitive) |
| contactEmail | Payer’s email(s) | Max 6 emails separated by comma or semicolon. Each email must be valid. |
Customers Import – Required Fields
| Column Name | Description | Format / Limits |
| extCustomerId | Customer ID from your ERP | Max 40 characters |
| customerName | Customer’s name | Max 50 characters |
| contactEmail | Payer’s email(s) | Max 6 emails separated by comma or semicolon. Each email must be valid. |
| contactFullName | Full name of contact | Max 50 characters |
Validation Rules to Watch Out For
| Rule | Description |
| Amount relationships | amount must be ≥ amountDue |
| Valid email format | Each email is validated individually |
| Date formatting | Use one of the supported format |
| Positive amounts | All monetary values must be 0 or higher |
|
Header matching |
Headers are not case-sensitive but must match the defined column mapping |
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
Note: Once a receivable has been imported, it cannot be deleted from the system. To close an invoice in Paystand, the correct approach is to mark it as either Canceled or Paid, depending on the situation.
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 due of an existing receivables is updated to $0, the invoice will be marked as Paid.
Pro Tips
- Preview your import before confirming.
- Double-check that all required fields are filled in.
- Use valid email formats to avoid sync errors.
- Don’t upload test or demo data into live environments.
Need Help?
If you’re unsure how your CSV should be formatted or how your updates are affecting invoices, contact our support team.