Refrens gives you two ways to bulk upload invoices and other accounting documents.

1. Use the Refrens sample CSV format

Download the sample file from Refrens, prepare your data in the same format, and upload it.

1. Use your own CSV format

Upload your existing CSV file with your own column names, map those columns with Refrens fields, and save the mapping as a template for future uploads.

This article explains the second method: how to bulk upload documents using your own CSV format.

If you want to upload documents using the standard Refrens sample CSV format, please refer to this help article: How to bulk upload invoices and other accounting documents?

What does “I have my own CSV format” mean?

When this option is enabled, you can upload a CSV file with your own column names.

For example, your file may have column names like:

Instead of changing your column names to match the Refrens sample file, you can simply map them inside Refrens.

Once the mapping is saved as a template, you can reuse it whenever you upload a similar CSV file again.

When should you use this option?

Use “I have my own CSV format” when:

• You already have a CSV file with your own column names.
• You do not want to edit the column names every time before uploading.
• You regularly upload files exported from another software.
• Your team follows a fixed internal CSV format.
• You want to save a mapping once and reuse it later.

If you want to use the standard Refrens CSV format, you can still download the sample file and upload your data using that format. The existing bulk upload process continues to work the same way.

How to upload documents using your own CSV format?

Step 1: Go to Bulk Upload

Go to your document dashboard, such as the Invoice Dashboard > **Click on the dropdown beside the **Create New Invoice button > select the Bulk Upload Invoices:

Step 2: Upload your CSV file > Select "I have My Own CSV Format"

On the bulk upload screen, upload your CSV file.

You can either use the Refrens sample file format or enable the option to use your own CSV format.

To use your own format, turn on the toggle:

“I have my own CSV format”

Step 3: Select an existing template or create a new one

If you have already created a template before, select it from the dropdown.

If this is your first time uploading this file format, click on Create New Template.

Add a template name that helps you identify the format later.

For example:

• Zoho Invoice Format
• Old Accounting Software Format
• Monthly Sales Upload Format
• Client Invoice Import Format

Step 4: Map your CSV columns with Refrens fields

After creating or selecting a template, you will move to the Map Fields step.

Here, Refrens will show two columns:

Refrens Fields: Fields accepted by Refrens

Header from Uploaded File: Columns available in your uploaded CSV file

You need to select the correct uploaded file column against each Refrens field.

For example:

Step 5: Map the required fields first

On the mapping page, you will see two options:

1. All Fields: This shows all the fields available for mapping, including required fields and optional fields such as invoice details, client details, line item details, discounts, payment details, shipping details, email sharing, bank details, and more.
2. Required Fields: This shows only the mandatory fields that must be mapped to complete the bulk upload.

You do not need to map every field shown under All Fields.

If your CSV file has only basic invoice details, you can switch to the Required Fields tab, map only the mandatory fields, and continue with the upload. This makes the process easier because you do not have to go through all available fields one by one.

Fields marked with a red asterisk * are mandatory.

Use the All Fields tab only when you want to map additional non-mandatory details along with the required fields.

For example, if your CSV contains due date, payment details, discount details, bank details, shipping details, notes, or email sharing details, you can map those fields from the All Fields section.

You only need to map the fields that are relevant to your upload.

Step 6: Add custom fields if required

At the bottom of the mapping screen, you can also add more fields if your CSV contains additional details:

You can add:

• Terms and Conditions
• Custom Headers
• Custom Footers
• Extra Total Fields
• Additional Charges
• Private Custom Fields

Use these options when your uploaded file contains extra data that does not directly fit into the standard fields.

Step 8: Continue and confirm upload

Once your mapping is complete, click Continue.

Refrens will check your uploaded file and validate the data.

After validation, one of the following can happen:

1. Upload is successful

If all rows are valid, you can upload the documents directly.

2. Upload is partially successful

If some rows are valid and some have errors, Refrens will show the valid and invalid row count.

You can upload the valid documents and download the error report for the invalid rows.

3. Upload is unsuccessful

If all rows have errors, download the error report, correct the file, and upload it again.

This follows the same validation flow used in the regular bulk upload process.

How saved templates help in future uploads

Once you save a mapping template, you do not need to map the same columns again.

Next time, when you upload a CSV file with the same column format:

1. Enable “I have my own CSV format”
2. Select the saved template
3. Refrens will automatically map your CSV columns with the correct fields
4. Review the mapping if needed
5. Continue with the upload

This saves time and reduces manual errors, especially if you upload similar files regularly.

Example

Let’s say your CSV file has these column names:

In Refrens, you can map them like this:

Once saved as a template, you can reuse the same mapping whenever you upload another CSV file with the same columns.

Key things to keep in mind

• Only CSV files are supported for bulk upload.
• Fields marked with * are mandatory.
• Use the Required Fields tab to quickly complete the most important mapping.
• Make sure date, currency, country, GST state, and payment details follow the accepted format.
• If your upload has errors, download the error report, correct the data, and upload again.
• Do not re-upload the same file unless you receive an error or the upload fails.
• Uploaded documents may take a few minutes to reflect in the system.

Still have questions?

Read this article for details about bulk uploading process, formatting requirements, country codes, currency codes, gst state codes, and more >

If you need more help, please fill free to drop an email at care@refrens.com OR message us on live chat support for quicker assistance!

Updated on: 30/04/2026