Use ChaseImport with an SFTP server

Connect Chaser to your SFTP server where you data is stored

Last updated: October 23, 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. 

This article explains how to connect Chaser using the SFTP option, please refer to the CSV uploader article to learn the data requirements and mapping functionality available in Chaser. 

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. Select SFTP server as your data upload method
   
   1. Enter your SFTP details, and click Connect. If you are using Quatrix, most of these details can be found by clicking Manage Profile (top right corner, using the drop-down next to your initial) and then selecting the SFTP tab.
      1. Host
         1. The can be found in the Config section of the SFTP tab in Quatrix
      2. Port
         1. The can be found in the Config section of the SFTP tab in Quatrix
      3. Directory (to be added if you are using a folder within your SFTP server)
      4. User name
         1. This is the Unique log in from the SFTP tab in Quatrix
   1. 1. 1. 1. Password
               1. 1. If you are using Quatrix this is the password that you use to log into your Quatrix account

      2. 

5. Configure your data mappings
6. Select your default date and numeric formats (this can be overwritten later for specific fields if required)
7. Configure 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. Select the column where each data point required by Chaser can be found

Uploading data to Chaser via SFTP

To upload new data, upload the file to your SFTP location. Chaser will create a “Processed” folder where all successfully processed files will be placed. Be careful not to upload your files into the processed folder as they will not  be picked up by Chaser.

A sync is required for Chaser to pull new data files from your SFTP server. Chaser will automatically sync before a key event occurs, for example, a Chase or a forewarn, or if a user logs in and a sync has not occurred within the last 24 hours. This ensure that your data is most up to date. To trigger an instant sync, select the “Sync now” button in Chaser.

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)

Exporting data from your system

• Export the required data from your system, we recommend starting with Customers and Invoices (which are the mandatory data points). Credit notes, payments and additional contacts can be uploaded later if you wish to use these.
• A complete description of both the required and optional data that you can upload can be found here: ChaseImport - Data Requirements. 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. Chaser does archive 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 aren’t able to 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 make sure you are entering 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 get in touch on support@chaserhq.com or message us on live chat, we would be happy to help.