Import Data

If you are migrating from MyBillBook or another app, you can import your existing data into Hisaabo rather than starting from scratch. The import system supports parties (customers and suppliers), items, invoices, and payments.

Note

Import requires the Superadmin or Admin role. Seller Manager, Seller, and Accountant roles cannot run imports.

What can be imported

Data type	Source supported	Notes
Parties (customers & suppliers)	CSV / MyBillBook	Duplicates (same name) are skipped automatically
Items	CSV / MyBillBook	Duplicates (same name) are skipped automatically
Invoices	CSV / MyBillBook	Imports with full line items and calculates totals
Payments	CSV / MyBillBook	Linked to invoices by invoice number

Importing parties

From a CSV file

Your CSV must have at least a name column. Additional columns are optional:

name,type,phone,email,gstin,pan,openingBalance,billingAddress,city,state,pincode
Raj Traders,customer,9876543210,raj@example.com,27AABCT1234A1Z5,,5000,Shop 12 Market,Mumbai,Maharashtra,400001
Gupta Suppliers,supplier,9123456789,,,,12000,,,Rajasthan,

Column reference:

Column	Required	Values
name	Yes	Party name
type	No	customer or supplier (default: customer)
phone	No	Mobile number
email	No	Email address
gstin	No	15-character GSTIN
pan	No	10-character PAN
openingBalance	No	Amount in INR. Positive means the party owes you; negative means you owe them. Default: 0
billingAddress	No	Full billing address
shippingAddress	No	Full shipping address
city	No	City name
state	No	State name
pincode	No	PIN code

Behaviour on duplicates

If a party with the same name (case-insensitive) already exists in your business, the import skips it. The import response tells you how many records were created and how many were skipped:

{ "created": 47, "skipped": 3, "total": 50 }

Importing items

From a CSV file

name,itemType,salePrice,purchasePrice,taxPercent,hsn,unit,stockQuantity,sku,category
Samsung 65 inch TV,product,55000,48000,18,85287200,pcs,5,SAM-65,Electronics
AC Installation,service,2500,,18,998719,pcs,0,,Services
Basmati Rice 5kg,product,450,380,5,10063020,bag,200,RICE-5KG,Groceries

Column reference:

Column	Required	Values
name	Yes	Item name
itemType	No	product or service (default: product)
salePrice	No	Sale price in INR
purchasePrice	No	Purchase price in INR
taxPercent	No	GST rate: 0, 5, 12, 18, or 28 (default: 0)
hsn	No	HSN code for products, SAC code for services
unit	No	Unit of measure (see Supported Units). Default: pcs
stockQuantity	No	Opening stock quantity. Default: 0
sku	No	Your internal SKU or barcode
category	No	Category name for grouping

Importing invoices

Invoice import is the most complex operation. Each row in the CSV represents one line item on an invoice. Rows sharing the same invoiceNumber are grouped into a single invoice.

CSV format

invoiceNumber,invoiceDate,partyName,partyGstin,type,itemName,quantity,unit,unitPrice,taxPercent,discountPercent,notes
INV-00001,2025-04-01,Raj Traders,27AABCT1234A1Z5,sale,Samsung 65 inch TV,2,pcs,55000,18,0,
INV-00001,2025-04-01,Raj Traders,27AABCT1234A1Z5,sale,HDMI Cable,2,pcs,500,18,10,
INV-00002,2025-04-02,Gupta Suppliers,,purchase,Basmati Rice 5kg,100,bag,380,5,0,Stock replenishment

Column reference:

Column	Required	Notes
invoiceNumber	Yes	Groups rows into one invoice. Use your existing numbering.
invoiceDate	Yes	Format: YYYY-MM-DD
partyName	Yes	Must match an existing party name exactly (case-insensitive)
partyGstin	No	Party’s GSTIN — used to update the party record if not already set
type	Yes	sale or purchase
itemName	Yes	Item description (does not need to match an existing item)
quantity	Yes	Numeric quantity
unit	No	Unit of measure (default: pcs)
unitPrice	Yes	Price per unit in INR (excluding tax if tax-exclusive)
taxPercent	No	GST rate percentage (default: 0)
discountPercent	No	Line-level discount percentage (default: 0)
notes	No	Invoice-level notes (applied to the first row for each invoice number)

Parties must exist before importing invoices

The invoice import looks up parties by name. If a party does not exist yet, the row is skipped with an error. Always import parties first, then items, then invoices.

What the import calculates

For each invoice, the system:

1. Groups all rows by invoiceNumber
2. Calculates line item totals (quantity × unitPrice, then applies discount and tax)
3. Sums up subtotal, tax amount, discount amount, and total amount
4. Sets the invoice status to paid if all amount is accounted for, otherwise sent
5. Updates stock quantities (sales reduce stock; purchases increase stock)

Importing payments

invoiceNumber,partyName,amount,mode,paymentDate,referenceNumber,notes
INV-00001,Raj Traders,126780,bank,2025-04-05,TXN123456,NEFT transfer
INV-00002,Gupta Suppliers,39900,upi,2025-04-03,UPI789,,

Column reference:

Column	Required	Values
invoiceNumber	Yes	Links this payment to an existing invoice
partyName	Yes	Must match an existing party
amount	Yes	Amount paid in INR
mode	Yes	cash, bank, upi, cheque, or other
paymentDate	Yes	Format: YYYY-MM-DD
referenceNumber	No	UTR, cheque number, UPI reference, etc.
notes	No	Free-text note

Recommended import order

Follow this sequence to avoid dependency errors:

1. Parties — customers and suppliers must exist first
2. Items — products and services (optional, invoices can import without matching items)
3. Invoices — requires parties to exist
4. Payments — requires invoices and parties to exist

Frequently asked questions

What happens if I import the same CSV twice? Duplicate detection is name-based for parties and items. Re-importing the same file creates no duplicate parties or items. For invoices, if an invoice number already exists in your business, the import skips it.

My party names in the CSV have slightly different spelling from what I have in Hisaabo. What do I do? The import matches by exact name (case-insensitive). “Raj Traders” and “RAJ TRADERS” are treated as the same party, but “Raj Trader” (missing the s) would create a new record. Normalise your CSV before importing.

Can I import opening balances for parties? Yes. Set the openingBalance column in your parties CSV. A positive value means the party owes you money (a receivable). A negative value means you owe them money (a payable).

What format should dates be in? Use YYYY-MM-DD format (for example, 2025-04-01 for 1st April 2025). Other formats are not guaranteed to parse correctly.