Chase Import - Getting Started

Export invoices from your ERP system and join thousands of businesses and get paid faster with Chaser’s human-like receivables automation.

 

Integration requirements

  • You are able to export invoices and contacts from your ERP or accounting system
  • You must have a Chaser account or be registered for a Free Trial with Chaser. 

 

Table of contents

  • What is ChaseImport and why use Chaser?
  • How does ChaseImport work?
  • What information does Chaser need?
  • Exporting data from your system
  • Formatting your data 
  • Uploading your data
  • Troubleshooting

 

What is ChaseImport and why use Chaser?


ChaseImport allows businesses who use an ERP or Accounting system that doesn’t directly integrate with the Chaser software, to save time and boost their cashflow by automating their invoice chasing through Chaser.  


With ChaseImport, instead of connecting directly with your accounting software, you can now export data from your system and upload it into Chaser. This allows you to take advantage of the benefits of a cloud accounts receivable software, without needing a cloud accounting system.



How does ChaseImport work? 


ChaseImport takes the invoice data from the CSV files that you have uploaded and automates the invoice chasing process based on the due dates of the invoices that you have uploaded. 


You would export the data from your accounting system, format this data and then upload this data via CSV files into Chaser. Chaser will then connect to that server and retrieve the CSV files and then populate the data in the Chaser reports and Accounts Receivable CRM.


Once you have successfully connected your SFTP, you can start the process of setting up your Chaser account. You can follow our 5 step quick start guide.



What information does Chaser need? 


In order to use the ChaseImport, there are three important pieces of data that you need to be able to export from your system (or obtain elsewhere):


  • Information about your organisation (for example; Name, Currency, Location and Timezone).
  • Invoice data (for example; Invoice number, Due date, Amount due, Amount paid etc.)
  • Contacts (for example; Customer name, email address, First name, Last name, Currency etc.).

There are also three other pieces of information that can optionally choose to upload:


  • Credit notes
  • Payments 
  • Additional Contacts


This information would be split into 6 different CSV files:


    • organisation_DDMMYYYY.csv Required - Example
    • invoices _DDMMYYYY.csv Required
    • contacts_DDMMYYYY.csv Required
    • creditNotes_DDMMYYYY.csv Optional
    • payments_DDMMYYYY.csv Optional
  • contactpersons_DDMMYYYY.csv Optional (additional email addresses for each contact)


We’ll explain later specifically the data and the format that Chaser requires these CSV files to be in.


Getting started: Sign up to a free trial with Chaser

 

Before starting the export and import process, take out a free trial by filling out the following short form:  https://www.chaserhq.com/signup

 



Exporting data from your system


After you have filled out the free trial form, the next step would be to export the data from your accounting / ERP system. 


We would recommend starting off with exporting the essential data that Chaser needs to operate. Once you are happy with this data, you can then start looking at uploading other non-essential data, like unallocated credit notes, additional contacts etc. 


These are the following essential data that Chaser needs:


Contact information

Invoice Data

ContactID (System Identifier)

Invoice ID (System Identifier)

Contact Status (Active, Inactive etc.)

Invoice Number

Email Address

Amount Due

First Name

Amount Paid

Last Name

Currency Code

Company Name

Invoice Date

Tags

Due Date

Phone Number

Date Paid (Optional)

Mobile Number

Invoice Status (Authorised, Paid)

Address

Total

Associated Contact ID


 

A complete description of both the required and optional data that you can upload and the format that we need it in can be found here: ChaseImport - Data Requirements 

Regarding the timeframe of the data that you would like to upload when you first start using Chaser, this is dependent on your requirements. If you would like to see historical data in Chaser, then we would recommend uploading historical invoices and contact information. However, if you would just like to see the current ledger initially, then you can choose to only upload the current ledger. It is also possible to upload historical data in future imports.


Formatting the data

 

Once you have exported your invoice ledger, your contact information and other information that you would like to upload  from your accounting / ERP system, the next step would be to format the data that you have exported into the format Chaser requires. Attached here are the data requirements: ChaseImport - Data Requirements 


If you are having trouble getting the data in the right format, please contact your Account Executive directly or our support team on support@chaserhq.com and they will be happy to help.



Uploading data to Chaser


Once you are happy that you have the data in the right format. Please contact your Account Executive or our support team on support@chaserhq.com and they will assist you with uploading the data into Chaser. 


To upload your CSV files into Chaser, there are two options. 


  1. Either you can set up an SFTP server and then connect that to Chaser, you can follow instructions on how to connect the server to Chaser here: 
  2. Alternatively, Chaser can set up import pages for you where you can drag and drop the CSV files onto. 





Choose your Chaser account settings

After uploading your CSV files to Chaser,  you can choose your Chaser account settings to tailor your accounts receivable process to best suit your business’ needs:

 

 

Complete the following settings to personalise your Chaser account:

  • Confirm your business name that you would like displayed on your Chaser account
  • Confirm your country
  • Confirm your timezone
  • Confirm your currency
  • Confirm whether you would like to start chasing a few of your customers or all/most of your customers (this will decide whether customers are set to Chasing/Not Chasing, to begin with).
  • Click 'Get Started' 

 Sending updated data to Chaser

Once you have started chasing, you will need to upload updated data into Chaser. For example; if an invoice has been paid since you last uploaded invoice data into Chaser, you will need to let Chaser know that. 

Another example would be if you wanted to update the email address for a particular debtor in Chaser, you would also need to do another upload. 

For all information on updating data and uploading new data into Chaser, please continue to this help article: 





FAQs

 

Can I provide data in a different format?

At the moment, we only support CSV files. However, if you would like to upload data in a different format, please contact support@chaserhq.com.

 

How often should we upload data into Chaser?

This is up to you and depends on your needs as a business. However, the minimum requirement would be to upload just before your Chase time(s) (i.e. if your chase time is at 11am on Tuesday, we would recommend uploading at 9am on Tuesday so that the information is fully up to date and all payments are reconciled). As a minimum, we would recommend uploading at least once a week. 

If you would like to use Chaser as a CRM and having the data up to date is important to you, we would recommend doing an upload once a day after you reconcile payments.

 


Need additional support?

For any more questions on ChaseImport, please get in touch on support@chaserhq.com or message us on live chat, we would be happy to help.