Connect or upload your invoice data

There are two different ways of handling your invoice data: 

1. You can connect it directly via an integration for automatic upload.
2. You can manually upload it.

1. Use an integration for automatic upload

1. Click on Data and then on Revenue & Customers via the menu on the left.
2. Under Revenue integrations, click on the Connect data button.
3. Select your integration by clicking on the logo, then follow the instructions on the screen for a successful connection.

2. Manually upload your invoices

If you don't use a supported subscription management tool like Stripe, you can upload your invoice data manually in Excel or CSV format.

‍To avoid errors during the upload process, please click here and use our Excel template.

The further back the covered period of your invoices go, the more detail you will get in the revenue analytics. So, it's required to upload the last 36 months of outgoing invoices to get access to funding from re:cap.

Step-by-Step: How to manually upload your invoices

1. Click on Data and then on Revenue & Customers via the menu on the left.
2. Under Revenue files, click on the Add data manually button.
   
   1. Here you once again have the option to download our template, which we recommend using.
3. Click on Browse files to select your Excel or CSV file and upload it.
4. Click on Start converting data.
5. The contents of your file will now be visible. Check if they look right, and then click on Continue. If the contents don’t look good you can change the encoding and/or delimiter of your file.
6. When all the columns are successfully matched, you can click on Continue.
7. Review your data once again the last step, and then click on Confirm.
8. The invoice data will be processed. It sometimes takes some time until all insights in the Revenue & customers section are calculated. You can close the modal while the calculation continues in the background. The status will turn green and indicate that everything is processed once everything is done.

How the upload wizard works

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1. Check that everything has matched correctly:

• Green: All good – we’ve found the column and value in your upload.
• Orange: Check required – we’ve think we’ve found a match, but you should check it.
• Red: Work needed – we couldn’t find the column in your data, which might be because:
  1. The column was not included in your upload → Upload a new file or set static values
  2. The column name was too different → Select the matching column

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Avoid these common mistakes for a successful manual upload:

• Duplicate InvoiceIDs: InvoiceIDs are how we differentiate invoices with similar attributes. Invoices with a duplicate InvoiceID cause miscalculations.
• Not including churned customers: churned customers are an important part of re:cap’s analysis and should be included in the subscription data. If churned customers aren’t included in the subscription data, there will be a mismatch between the MRR in the financial statements and the subscription data.
• Inconsistent customerID and customer name: Make sure that invoices from the same customer always have the same customerID and customer name
• Not including all invoices: Include all invoices from the last 36 months, including all one-time invoices billed for any type of work
• Incorrect date format: Although we support many date formats, the date format you follow needs to be a widely accepted date format. We recommend using the ISO 8601 format: YYYY-MM-DD
• Inconsistent date format: Each column can follow its own date format, however the date format within the column has to be consistent. E.g. One column can follow a YYYY-MM-DD format and another a YYYY.MM.DD format, but you cannot mix the two in the same column
• Not all invoices have a status: Each invoice must have a status
• No billing periods: Billing Period Start Date and Billing Period End Date are used to compute the billing period of each invoice that is then used to spread the invoice and correctly recognize revenue.