> ## Documentation Index
> Fetch the complete documentation index at: https://www.aiaccountant.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Upload invoices from Excel

> Upload a sales Excel file, map the columns, fix flagged rows, and create every invoice at once.

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**.

## 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.

## 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:

| Template           | Use it when                                            |
| ------------------ | ------------------------------------------------------ |
| Item Invoice       | Your data has line items with quantity and rate.       |
| Accounting Invoice | Your data has ledger-level totals, without item lines. |

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**.

## 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.

| Mode                | Use it when                                       |
| ------------------- | ------------------------------------------------- |
| Item Mode (default) | Your Excel has line items with quantity and rate. |
| Accounting Mode     | Your Excel has ledger-level totals instead.       |

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.

| Button           | What it does                                                            |
| ---------------- | ----------------------------------------------------------------------- |
| Save as Template | Saves this mapping so the same file format skips this screen next time. |
| Reset Mapping    | Clears everything and starts over.                                      |

Click **Preview**.

## 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.

## 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.