Set up your CSV uploads with an SFTP server

Connect Chaser to your SFTP server where you data is stored

Last updated: March 14, 2025

You can import data into Chaser using CSV files in multiple ways: through manual uploads or by securely transferring files to an SFTP server that Chaser can connect to.

This article explains how to connect to Chaser using the SFTP option. For details on data requirements and mapping functionality, please refer to the CSV uploader article. 

How to get started

1. Sign up now for a 10-day free trial—no payment details needed. Just your details here.
2. Check your email: Look for a confirmation email from Chaser in your inbox. If you don’t see it, check your spam or junk folder.
3. Set a password: Once you receive the email, follow the instructions to create your password.
4. Log In to Chaser: After setting your password, you can log in to Chaser and start using your account.
5. Choose the CSV option from the integrations menu.
6. Choose the SFTP server as your data upload method.
   
   1. Enter your SFTP details, and click Connect. If you are using Quatrix, click on Manage Profile (top right corner, using the drop-down next to your initial) and then selecting the SFTP tab.
      1. Host: Available in the Config section of the SFTP tab in Quatrix.
      2. Port: Available in the Config section of the SFTP tab in Quatrix.
      3. Directory (Add this if you are using a folder within your SFTP server).
      4. User name: This is the Unique login from the SFTP tab in Quatrix. 
      5. Password: If you are using Quatrix this is the password that you use to log into your Quatrix account
   1. 2. 

7. Set up your data mappings.
8. Choose your default date and numeric formats (this can be overwritten later for specific fields if required).
9. Set up your data mappings for each data point (Customers, Invoices, Credit notes, etc.).

1. 1. Upload an example data file (including the column header row).
   2. Choose the column where each data point required by Chaser can be found.

Upload your data into Chaser using the SFTP

Upload your file to your SFTP location to add new data. Chaser automatically processes your files and moves them to a "Processed" folder once successful. Make sure to upload files to the correct location—any files placed in the "Processed" folder won’t be picked up.

To keep your data up to date, Chaser syncs with your SFTP server automatically before key events, such as a Chase, a forewarn, or when you log in (if a sync hasn’t happened in the last 24 hours). To update your data instantly, choose the Sync now button.

SFTP file requirements

This information will be split into 6 different CSV files:

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

Export data from your system

• Start by exporting the necessary data from your system. Start with Customers and Invoices, as these are mandatory. If needed, you can upload credit notes, payments, and additional contacts later.
• For a full breakdown of required and optional data fields, check out: ChaseImport - Data Requirements. This guide details what you can upload and the specific fields for each CSV file. 
• To see historical data, include it in your first upload. Keep in mind that Chaser archives paid invoices after 90 days.

Data errors with SFTP uploads

If an SFTP file upload fails, any user with the below setting “when CSV upload fails” enabled will receive an email explaining the error.

Upload invoice PDFs 

1. Upload copies of your invoices to the SFTP folder that you have connected to Chaser.
   1. 1. Optional: If you want to see your PDFs instantly, go to Chaser and select sync (note: a sync will automatically occur before your next chase so there is no need for the manual step in your process ahead of your next chase)

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 > Template and select attach copy invoice in the options underneath each of your templates (image below).

Issues connecting SFTP server

If you can’t connect your SFTP server to Chaser, it should display an error message explaining why. If you still need help, please contact your account manager or support@chaserhq.com and we will be happy to help. 

The most common reasons for not being able to connect are the following:

• The incorrect port number provided - please ensure you enter port 22 rather than port 21 (FTP server).
• Incorrect username and/or password.
• You haven’t uploaded any CSV files into the SFTP server.

Need additional support?

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