Mark invoices as paid by import

If you collect twenty invoices in a month, marking them paid one by one takes time. The import settles several at once: they move to Paid.

It is in Settings → Import/Export, Paid invoices card.

Why do it

An invoice that stays Sent when it has been paid skews your indicators. Above all, invoice reminders only stop on the Paid - Unverified and Paid statuses: as long as the status is not up to date, you risk chasing a client who has already paid you.

Keeping your payments up to date is what makes the reminders reliable.

Two ways to do it

Invoices are recognised by their Invoice number in TAYO.pro: the import is only useful if you fill it in on every send.

Paste ref. numbers — the fastest. You paste a list of invoice numbers, one per line:

FAC-1001
FAC-2024-002

The whole line counts as the reference. Empty lines are ignored. Pasting only changes the status.

CSV file — for a larger volume, or if you want to add a payment note per invoice. Use the headers <INVOICE refNumber> and, if needed, <INVOICE note>. The note is added to the invoice’s note, with the import date and the name of the person who imported.

The knack

Two possible sources for your list.

Your bank statement — spot the transfers received, find the matching invoice numbers, paste the list. Once a week or every two weeks, it takes five minutes.

Your ERP or accounting software — many can export the list of payments received over a period. You export, keep the references column, and import.

Before you confirm

TAYO.pro shows you what it recognised — the invoice, the client, the project — before applying anything. Each line carries a result:

• Unique match: the invoice will be marked paid;
• Duplicate or ambiguous match, No match, Already paid (cannot re-apply): the line is skipped, nothing changes.

Read this screen through. A mistyped reference settles the wrong invoice.

Conditions and limits

• PLUS plan.
• Only Unique match lines are applied.
• For a single invoice, the Mark as paid button on its row is enough — see Confirm a payment.