Bring over your data from bexio or other software
Are you switching software? To Bill brings over your clients, your items and your invoices that are still open. From bexio, it reads the exports as they are. From other software, it reads an Excel or CSV file, or your older PDF invoices. You always see a preview before anything is saved.
Integrations
Open Settings › Integrations, then the Import from category. See Integrations.
| Card | What it brings over | Files |
|---|---|---|
| bexio (1) | Contacts, products, open invoices and trial balance | CSV, XLS, XLSX |
| Excel / CSV (2) | Clients (Import clients) or items (Products) | CSV, XLS, XLSX, JSON |
| PDF invoices (3) | Your older invoices, read automatically |
The Banana, Abacus, AbaNinja, Crésus, WinBIZ, Run my Accounts, KLARA, CashCtrl and Sage 50 cards are marked Coming soon: Notify me lets you know when they are ready. In the meantime, export your clients and items as CSV or Excel from your software and use Excel / CSV.
Coming from bexio
On the bexio card, click Import. The Coming from bexio page presents the four imports, with the path to each export in bexio.
Do them in this order: contacts first, so that the open invoices go to the right clients.
| Step | The export in bexio |
|---|---|
| 1. Your contacts | Contacts → select all → Export → CSV |
| 2. Your products | Master data → Products → Export |
| 3. Your open invoices | Accounting → Reports → Open items → “Debtors OP list”, or Sales → Invoices → Export |
| 4. Your trial balance | Accounting → Reports → account balances at 31.12 (Excel or CSV), or the chart of accounts with balances |
1. Your contacts
Export your contacts from bexio, then click Start in Your contacts.
Drop the file as it is. To Bill shows bexio file recognised.
Check the preview: each client with their type, address, UID number and payment terms. Clients already in To Bill are marked Already exists and will not be created again; suppliers are left aside.
Read the points to check, if there are any (an invalid email address, a UID number whose check digit does not match…).
Click Import, followed by the number of clients.
2. Your products
The same in Your products: drop the export, check the preview, then import. Codes already in To Bill are not created again. Old VAT rates (7.7%, 2.5%, 3.7%) are updated to the rates in force (8.1%, 2.6%, 3.8%), with a warning per line.
3. Your open invoices
Export the open items list from bexio, then click Start in Your open invoices.
Drop the file. To Bill shows the number of Invoices to bring over and the amount To collect.
Check each invoice: its bexio number, its client, its dates, its total and its amount still owed. A client who is not in To Bill is marked New client and will be created. Further down, the lines left aside say what is not brought over and why: invoice already paid, draft, cancelled, credit note.
Click Bring over, followed by the number of invoices.
The invoices arrive in the Imported tab of the invoice list, with their original number. They are not sent to the client again, get no reminders and are not booked a second time: they await their payment. What bexio had already collected is recorded as a payment. Their QR reference is kept: the payment that arrives in your account is suggested for them automatically.
If you run the import again with the same file, the invoices already brought over are skipped.
4. Your trial balance
Check my trial balance checks the export of your account balances on the last day of the financial year: does it balance, and where does each account go in To Bill? Nothing is saved at this step. The trial balance serves as the opening balance sheet when you turn on accounting: see Moving your books from other software and Turn on accounting.
From Excel or CSV
For any other software, export your clients and items as an Excel or CSV file, then use Excel / CSV. You match the columns of your file with To Bill’s fields. The details are in Clients and Items.
From your older PDF invoices
- On the PDF invoices card, click Import (or, in Invoices, Import invoices).
- Drop your PDFs: several files at once.
- To Bill reads each invoice. For each one, check the client (existing or to be created), the reference, the date, the due date, the amounts excl. VAT, VAT and incl. VAT, and state whether it is Paid or Unpaid.
- Click Confirm import.
Imported invoices arrive in the Imported tab. They serve as history and, if they are unpaid, await their payment; they cannot be edited. This automatic reading requires AI to be available for your company.
Legal basis
The books and accounting vouchers of your former software remain your records: keep the original exports and PDFs for ten years from the end of the financial year, Art. 958f CO.