Britixo CRMBritixo CRMEnterprise Help Centre
Ctrl K
How-to guide

Import expenses

Prepare and validate expense data for controlled bulk import. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.

Audience: AdministratorFeature: ExpensePermission-aware
Jump to steps
Where to goExpenses → Import
Before you startThe screen or action may be hidden when your role lacks permission, the related module is inactive, or a required setting has not been configured. Ask an administrator to review access rather than using another person’s account.

What you’ll accomplish

Prepare and validate expense data for controlled bulk import. Britixo CRM keeps the result connected to the relevant customer, staff member and operational history where the feature supports those relationships. That connection is important for search, reporting, client portal visibility and future automation.

Follow these steps

  1. Go to Expenses → Import and download or review the expected import format.
  2. Create a small clean test file using the required column names and date/number formats.
  3. Remove formulas, duplicate rows and unsupported formatting; save in the supported CSV format.
  4. Upload the file and map or confirm columns where prompted.
  5. Check validation results before committing the import.
  6. Import the test rows and inspect the resulting records for ownership, status, currency and custom-field accuracy.
  7. Proceed with the full file only after the test is correct, then retain the import result for audit.

Fields and decisions to review

CategoryCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.
Date and amountCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.
TaxCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.
Payment modeCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.
Customer or projectCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.
Billable and receipt settingsCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

Checks before you finish

  • Attach evidence where required.
  • Mark billable only when the customer should be charged.
  • Check currency and tax before saving.
  • Check whether the result should be visible to a customer contact or only to staff.
  • Confirm the final status, activity entry, generated document or notification before leaving the record.
Permission and data safetyDeletion, refunds, signature clearing, module changes, payment configuration and privacy actions can affect linked records or legal history. Use the least destructive action available and follow your organisation’s approval process.
Browse connected topics:invoicepaymentexpensechecktaxcurrencyapprovalserviceclient portalnotificationscustomers
Import and organise invoice itemsConvert a billable expense to an invoiceConfigure expense categoriesUse bulk PDF exportSend overdue invoice notices