Switching from YourTradebase
YourTradebase’s customer and invoice CSVs come in as any other spreadsheet does. Each column is guessed from its name, and you see every match before anything is saved.
YourTradebase exports its customers, jobs, quotes and invoices as CSV files. Two of them come in here: the customer file as Customers, and a file of the invoices still unpaid as Open balances.
Materials and labour rates come in from any spreadsheet saved as CSV, as Parts and Labour rates. Each file goes in through Import, in Settings.
The file goes in as Customers from Another spreadsheet. Each row needs a value in the column matched as Customer name. An address is not needed, but a row whose address has no first line or no town is not brought in, and says why.
Where a file has both a Company Name and a Name column, Company Name is matched as Customer name and Name is left unused. A row with no company name is then not brought in, and says why. Either column can be chosen under Which column is which.
Each row needs a customer, an invoice number, an invoice date and the amount matched as Still owed, including VAT. The customer is found among those already in your book by name, with case, spaces and punctuation ignored.
Each row becomes a sent invoice under its own number and date. No PDF is drawn and nothing is emailed as it comes in. A row that shows a customer in credit, or an invoice dated after the day of the import, is refused and says why.
Dates are read day first. Where a row has no due date, it falls due by the customer’s own payment terms, or else yours, counted from the invoice date. While Chase an unpaid invoice is on, an invoice already overdue whose customer has an email address gets a single email in place of the reminders it missed. The reminders after that email keep their usual dates.
YourTradebase prices a material at its unit price plus a markup, and labour at a rate per unit, such as an hour, a day or a square metre, plus a markup. Here a part holds its selling price, with what it costs you kept beside it. A labour rate is the price of one hour.
No column is read as a markup, or as the unit of a labour rate, so those columns are listed as not used. A figure matched as Price, excluding VAT is filed as the selling price, with no markup added. A figure matched as Charged per hour is filed as the price of an hour, with no markup added, whatever unit it was set for.
A part with a figure matched as What it costs the firm and no price is priced at that cost plus Markup on cost where the price is blank, one markup for the whole file. Without that markup, or without a cost above zero, a row with no price is not brought in.
Each new customer is filed as Domestic or Commercial, by the choice of Households or Businesses under What are most of these?, unless a column matched as Classification says otherwise.
Where that column says RCT, Principal contractor or Main contractor, the new customer is filed as Principal contractor. In Ireland that type needs a VAT number, so such a row without one is refused and says why.
Deductions recorded as payments on your invoices to principals, by return period.
23%, 13.5%, 9% and 0% set up at signup, and the two-thirds rule worked out from cost.
Invoices emailed with the PDF, paid by card or transfer, and chased by email when late.
The accountant’s ledger, invoices and credit notes as ZIPs, even after you stop paying.