Import expenses | Pixie CRM Help Centre
Canonical: https://pixiecrm.com/help-centre/import-expenses
Publisher: Pixie Technologies LLC

How-to guide
Import expenses

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

Prepare and validate expense data for controlled bulk import.

Audience: Administrator; Feature: Expense; Permission-aware; 

Where to goExpenses (https://pixiecrm.com/help-centre/topic/expense) → Import

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

Prepare and validate expense (https://pixiecrm.com/help-centre/topic/expense) data for controlled bulk import. Pixie CRM keeps the result connected to the relevant customer (https://pixiecrm.com/help-centre/topic/customer), staff member and operational history where the feature supports those relationships. That connection is important for search, reporting, client portal (https://pixiecrm.com/help-centre/topic/client-portal) visibility and future automation.

Follow these steps

- Go to Expenses (https://pixiecrm.com/help-centre/topic/expense) → Import 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 (https://pixiecrm.com/help-centre/topic/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

CategoryCheck 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.

Date and amountCheck 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.

Tax (https://pixiecrm.com/help-centre/topic/tax)Check 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.

Payment mode (https://pixiecrm.com/help-centre/topic/payment)Check 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.

Customer (https://pixiecrm.com/help-centre/topic/customer) or projectCheck 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.

Billable and receipt settingsCheck 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

- Attach evidence where required.

- Mark billable only when the customer (https://pixiecrm.com/help-centre/topic/customer) should be charged.

- Check (https://pixiecrm.com/help-centre/topic/check) currency (https://pixiecrm.com/help-centre/topic/currency) and tax (https://pixiecrm.com/help-centre/topic/tax) before saving.

- Check (https://pixiecrm.com/help-centre/topic/check) whether the result should be visible to a customer contact (https://pixiecrm.com/help-centre/topic/customer) or only to staff.

- Confirm the final status, activity entry, generated document or notification (https://pixiecrm.com/help-centre/topic/notification) before leaving the record.

Permission and data safetyDeletion, refunds, signature clearing, module changes, payment (https://pixiecrm.com/help-centre/topic/payment) configuration and privacy actions can affect linked records or legal history. Use the least destructive action available and follow your organisation’s approval (https://pixiecrm.com/help-centre/topic/approval) process.

Browse connected topics:invoice (https://pixiecrm.com/help-centre/topic/invoice)payment (https://pixiecrm.com/help-centre/topic/payment)expense (https://pixiecrm.com/help-centre/topic/expense)check (https://pixiecrm.com/help-centre/topic/check)tax (https://pixiecrm.com/help-centre/topic/tax)currency (https://pixiecrm.com/help-centre/topic/currency)approval (https://pixiecrm.com/help-centre/topic/approval)service (https://pixiecrm.com/help-centre/topic/service)client portal (https://pixiecrm.com/help-centre/topic/client-portal)notifications (https://pixiecrm.com/help-centre/topic/notification)customers (https://pixiecrm.com/help-centre/topic/customer)

Related guides

Import and organise invoice items (https://pixiecrm.com/help-centre/import-and-organise-invoice-items)Convert a billable expense to an invoice (https://pixiecrm.com/help-centre/convert-a-billable-expense-to-an-invoice)Configure expense categories (https://pixiecrm.com/help-centre/configure-expense-categories)Use bulk PDF export (https://pixiecrm.com/help-centre/use-bulk-pdf-export)Send overdue invoice notices (https://pixiecrm.com/help-centre/send-overdue-invoice-notices)