Save time adding payments by leveraging the Bulk Import capability on the All Invoices page. 

TABLE OF CONTENTS

What is Payment Bulk Importing?

Bulk imports allow for substantially faster payment data imports and are excellent for importing huge amounts of data without user intervention. Include these columns in your file (.csv, .tsv, .xls, .xlsx, .xml, .txt spreadsheets accepted):

  • Partner (the freelancer's email address or ID)
  • Expense name
  • Line item name
  • Line item category
  • Line item quantity
  • Line item price
  • Line item tax (required if your workspace uses tax rates)
  • Currency
  • Approver (only if your account assigns an approver to each invoice): your teammate's email address

Optional columns: Task, Note, Payment due date and Status (New, or Approved if you're allowed to approve invoices). If your invoice settings require a linked task, Task is required.

Your column headers don't have to match exactly. In the Confirm mapping step you match each column to a Worksuite field.

You can also add custom fields to your file as column headers if they are found on your invoices.

For your convenience, we've provided an example file at the conclusion of this help article.

Bulk Importing Payments via File

  1. Once Worksuite turns on bulk import for your workspace (contact Worksuite Support to request it), a "Bulk Add" button appears next to "Add Invoice"
  2. Click on "Bulk Add" and then a pop-up window will appear.
  3. Click on "Upload data from file" and an additional window will appear to select your file.
  4. Once your file is selected, a pop-up validation window will appear, prompting you to choose the Sheet within the file. Once selected, click on "Continue"
    • The platform will ask you to confirm the selected row with column headers
  5. The platform will then match and validate the header columns and information for accuracy

    • You will click on "Confirm mapping" for each column header and finally click on "Review"
  6. The platform will begin processing payments, and if successful, you will receive a green import notification.If there is a problem with the import, a red notification will appear, and an email notification with the details of the problem will be sent.

To see it in action, watch this how-to video!

Manually Adding Payments

If you have a few payments to add, you can use the built-in spreadsheet to enter them manually.

Go to Invoices > All Invoices and click Bulk Add. In the window that opens, type or paste your rows into the table instead of uploading a file, fix any cells the importer flags, then submit.

Check out this interactive step-by-step guide to see it in action!

Historical Payments (1099 Use Case)

By default, Worksuite invoices for which our Global Pay customers processed the associated payments off-platform are included in our 1099 filings.

To file for payments made externally and which are not already represented by a Worksuite invoice, you may use the above process to upload your historical payments so they are represented by a Worksuite invoice and included in our filings.

Important Note: You will choose either New or Approved invoice status for your bulk upload. In order to be included in 1099 filings, the invoices must be marked as Paid. After the import, go to Invoices > All Invoices, select the imported invoices and choose the bulk action Mark as paid.

For the 1099 filing process, see United States Tax Filing: 1099 Form FAQ for Pay Customers.

Learn more:

Smart Bulk Import (All Modules)

How to Approve and Schedule Invoices

Support/Resources

Still have questions about bulk importing payments? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.