To efficiently import data into VAT4U from your existing Expense Management software or Accounts Payable system, here’s what you need to know:

What types of imports does VAT4U support?

1. Data Only: If you can only export data without invoice scans, you can manually add the scans later in the VAT4U platform.
2. Data with Scans: If you can export both data and scans, VAT4U needs a way to match the scans to the data:
   • URL Approach (Recommended): Include a public URL for each invoice scan in your data. VAT4U will download the scans directly.
   • Filename Approach: Include the filename of each scan in your data. Ensure the filenames match for VAT4U to attach the correct scans.
3. Scans Only: If you only have scans and no structured data, you can upload multiple documents at once. Predefined values will help streamline data entry and cleaning.

How should I format my data for VAT4U import?

• File Format: Use CSV format, with semicolon (;) separation.
• Relevant Fields: Include expense details such as date, category, vendor, and at least one expense value (GROSS, NET, or VAT).
• Date Formats: Use standard formats (e.g., 22.08.2019 or 2019/08/22). A full list of supported formats is provided in our documentation.
• Country Codes: Use either ISO 2-letter country codes (e.g., DE, ES) or full country names.
• Amount Values: Use simple decimal formatting without thousands of separators (e.g., 1234.55).

Additional Import Notes:

• For URL imports, ensure the URL points directly to the document and that the URL is accessible without credentials.
• When uploading scans, use a ZIP archive with a flat hierarchy.
• For high-volume document exchanges, consider using SFTP or contacting our support team for assistance.

Default CSV Fields: Make sure your CSV includes fields like expense date, description, country of refund, currency, category, vendor details, and expense amounts.