How-to guide

Import and organise invoice items

Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.

Bulk-load items, group them logically and keep standard rates current.

Audience: AdministratorFeature: InvoicePermission-aware

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1:46 English captions

Create a reusable invoice item

Create a reusable invoice item in Pixie CRM. Follow live clicks to enter the description, rate and unit, save the item and reopen it to verify the details.

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Where to goSales → Items → Import / Groups

Before you startThe screen or action may be hidden when your role lacks permission, the related module is inactive, or a required setting has not been configured. Ask an administrator to review access rather than using another person’s account.

What this guide helps you do

Bulk-load items, group them logically and keep standard rates current. Pixie CRM keeps the result connected to the relevant customer, staff member and operational history where the feature supports those relationships. That connection is important for search, reporting, client portal visibility and future automation.

Follow these steps

Go to Sales → Items → Import / Groups and download or review the expected import format.
Create a small clean test file using the required column names and date/number formats.
Remove formulas, duplicate rows and unsupported formatting; save in the supported CSV format.
Upload the file and map or confirm columns where prompted.
Check validation results before committing the import.
Import the test rows and inspect the resulting records for ownership, status, currency and custom-field accuracy.
Proceed with the full file only after the test is correct, then retain the import result for audit.

Settings to check

Customer and billing addressCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

Invoice number and datesCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

Currency and payment termsCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

Line items, quantity and rateCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

Taxes, discount and adjustmentCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

Client note and termsCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

Checks before you finish

Confirm the customer and currency before adding items.
Review totals and tax treatment before sending.
Do not edit a paid invoice without following the organisation’s accounting procedure.
Check whether the result should be visible to a customer contact or only to staff.
Confirm the final status, activity entry, generated document or notification before leaving the record.

Permission and data safetyDeletion, refunds, signature clearing, module changes, payment configuration and privacy actions can affect linked records or legal history. Use the least destructive action available and follow your organisation’s approval process.

Browse connected topics:invoice payment expense check tax currency approval sales accounting service client portal notifications customers

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