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If your sales data already sits in Excel, whether exported from a billing tool or maintained by hand, you can upload the file and create all the invoices in one pass. Column names do not have to match ours, and customer names do not have to match Tally exactly. The flow has three screens: Upload, Map Fields, and Preview.

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Before you begin

Sync your ledgers and customers from Tally first, using the Sync icon at the top right of Sales. This lets AI Accountant match your Excel against your Tally masters automatically, which saves fixing rows later.

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1. Upload the file

In Sales, click Upload Invoice at the top right, next to + Create Invoice. If you do not have a file yet, scroll down and download a sample template: Drag and drop your file into the upload area, or click to browse. Skip the Load saved mapping template dropdown on your first upload; from the second upload of the same format onwards, it lets you skip mapping entirely. Click Continue to Mapping.

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2. Map the columns

Use the Sheet No and Header Row dropdowns at the top right to select the sheet and the row your headings sit on. The preview on the right updates as you change them. The table shows your Excel columns on the left, the AI Accountant field each maps to in the middle, and a data preview on the right. Obvious columns map automatically, for example Party Name to Customer Name, Invoice No to Voucher / Invoice Number, and Taxable Amount to Ledger Amount. To change a mapping, open the dropdown on that row and pick the right field. For Invoice Date, pick the format your Excel uses, for example DD/MM/YYYY. Getting this wrong is the most common cause of dates landing in the wrong month. Any mandatory field you have missed appears in a banner at the top.

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Map multiple items and ledgers

Each invoice can carry up to 10 item blocks and 10 ledger blocks. The screen starts with 1 item and 1 ledger. Use this when your invoices come from a billing tool such as Zoho or Vyapar with many line items, or when one sale is split across ledgers such as product, service, and freight.
  1. Click + Add Item or + Add Ledger to add a block.
  2. Map each Excel column to its field in the block. Repeating columns such as “Item Name 1, Item Name 2” map automatically.
  3. Click Preview, fill in any missing names or amounts, then create the invoices.
Things to know:
  • Each block is independent. Item 1 can use Unit Rate and Quantity while Item 2 uses Amount only.
  • You can map only a Name or only an Amount and fill in the rest at Preview. Every block needs both before the invoice is created.
  • Block numbers stay fixed. Deleting one does not renumber the others, and empty blocks are skipped.
  • You can only delete a block that has nothing mapped to it.
  • Works in both Item Mode and Accounting Mode.
Click Preview.

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3. Fix issues and create

Every row from your Excel appears as an invoice row. The Issues column tells you what is wrong with each one, and the bottom of the screen shows Total Records and Valid Rows. Customer, item, and ledger mismatches. If a name does not match Tally exactly, the cell is flagged and close matches are suggested. Click the right one and the error clears, or click Add customer to create it here. Total amount mismatches. Hover over the cell to see the expected value, then click Replace. Bulk edit. Tick rows on the left and use the action bar at the bottom to apply a Voucher Type, Cost Centre, Sales Ledger, or Item Name across all of them, or click Auto to correct total mismatches together. Click Save. Keyboard navigation. Tab and arrow between cells as you would in a spreadsheet. Use the filter icon on the Issues column to show only broken rows. Columns shows or hides fields, and Edit Mapping goes back without re-uploading. When the Valid Rows count covers everything you want, tick those rows, click Create Selected Invoices at the top right, and confirm.

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4. Sync the batch

From the All Invoices tab, click Sync. Each row gets its voucher number and a cloud icon once the sync completes. To confirm in Tally, open Day Book: the batch sits there as sales vouchers. From the next upload onwards, load the saved mapping template and skip the mapping screen.