ChaseImport CSV Uploader - Getting started

Upload your data to Chaser using Chase Import

Last updated: November 28, 2024

Chase import is an integration option available for users who use an Accounting system or ERP which Chaser does not directly integrate with. It allows you to push your data into Chaser using either manual uploads or by uploading your data to an SFTP server which Chaser can securely connect to. 

How to get started

1. Sign up now for a 10-day free trial—no payment details needed. Just your details here.
2. Check for your confirmation email. Once it arrives, create your password and log in to Chaser.
3. Select the CSV option from the integrations menu
4. Choose your data upload method
   1. Upload files manually
   2. Or connect an SFTP server

5. Provide your organisation information and select Confirm

6. Configure your data mappings

1. 1. Select your default date and numeric formats (this can be overwritten later for specific fields if required)
   2. Configure your data mappings for each data point (Customers, Invoices, Credit notes etc)
      1. Upload an example data file (uploaders should also include the column header row)
      2. Select the column where each data point can be found in your file

7. Save your data mappings

Exporting data from your system

To use the Chase Import, there are two important pieces of data that you need to be able to export from your system (or obtain elsewhere):

• Invoices (e.g. Invoice number, Due date, Amount due, Amount paid etc.)
• Customers (e.g. Customer name, email address, First name, Last name, Currency, Mobile Number etc.).

Credit notes, payments, additional contacts and invoice PDFs can also be uploaded.

Below are some examples of how your data will be processed in Chaser: 

Invoices

For example, if on 10th January you upload a list of invoices which includes invoice INV-001 which has invoice identifier 01234356. When you upload the invoice, the AmountDue value is £1000.00 and the AmountPaid value is £0.00.

Then on 11th January, if you then upload an updated list of invoices, including invoice INV-001 (with identifier 01234356), but this time the AmountDue value is £600.00 and the AmountPaid value is £400.00. In this scenario, Chaser will recognise that INV-001 is already in the system and will identify that the amount due and amount paid has changed and this will be reflected in the software. 

Alternatively, if on 11th January, you upload an updated list of invoices but this list does not include invoice INV-001 (with identifier 01234356). Then Chaser will not update INV–001 and all the data for that particular invoice will remain the same.

Customers

For example, if on 10th January you upload a list of customers which includes the contact; Cricket Coaching Camps Limited which has contact identifier C_1. When you upload the contact, the email address value is support@email.com and you have uploaded no Tags. 

Then on 11th January, if you then upload an updated list of customers, including the contact; Cricket Coaching Camps Limited (with identifier C_1), but this time the email address is team@email.com  and you upload two tags; Good Payer and Direct Debit. In this scenario, Chaser will recognise that Cricket Coaching Camps Limited is already in the system and will identify that the email address has changed and two tags have been added and this will be reflected in the software. 

Alternatively, if on 11th January, you upload an updated list of customers but this list does not include invoice Cricket Coaching Camps Limited (with identifier C_1). Then Chaser will not update Cricket Coaching Camps Limited and all the data for that particular contact will remain the same.

Additional data regarding Credit Notes, Additional contacts and Payment details can also be uploaded but is optional.

This document explains each data point and Chasers default data formatting which can be overwritten when configuring your mapping if reqruired.This document also covers the required and optional fields for each of the CSV files. 

If you wish to see historical data in Chaser, this can be uploaded as part of your first upload. However, Chaser does archive paid invoices after 90 days. 

Upload your data using the manual upload option

After configuring your mapping, you can start uploading your data to Chaser. Go to Import and then Upload and select the file that you wish to upload. 

Alternatively, you can upload your data using SFTP.

The upload option supports CSV files only.

Upload invoice PDFs 

1. Export your invoice copies as PDFs, the file name should match the InvoiceID (column 1 in the invoice.csv spreadsheet). 
   
   1. Go to Import, then Upload and Select Invoice PDFs
   2. Upload your Invoice PDFs

You should now be able to download your invoice PDF when navigating to the invoice page.

To include invoice copies in your chasing emails, go to Manage > Templates and select attach copy invoice in the options underneath each of your templates (image below).

Data upload frequency

The frequency of uploads depends on your business requirements however, the minimum requirement would be to upload just before your Chase time(s) (i.e. if your Chase time is at 11 am on Tuesday, we would recommend uploading at 9 am 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. 

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.