Marking invoices 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.

It is under Settings → Import/Export.

Why do it

An invoice still showing “Sent” when it has been paid skews your figures. More importantly, invoice reminders only stop on the Paid - Unverified and Paid statuses: until the status is up to date, you risk chasing a client who has already paid you.

Keeping payments current is what makes chasing reliable.

Two ways

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

FAC-1001
FAC-2024-002

The whole line counts as the reference. Blank lines are ignored.

A CSV file — for larger volumes, or if you want to add a note per invoice. Use the headers INVOICE refNumber and, if needed, INVOICE note.

The knack

Two possible sources for your list.

Your bank statement — spot the transfers received, collect the matching invoice numbers, paste the list. Once a week or fortnight, it takes five minutes.

Your ERP or accounting software — many can export the list of payments received over a period. Faster still: export, keep the reference column, import.

Before confirming

TAYO.pro shows you what it recognised — the invoice, the client, the project — before applying anything. References it cannot find are flagged with an import note.

Read that screen. A mistyped reference settles the wrong invoice.