When you switch from another invoicing software to OkiOki, transferring the data of your customers and suppliers is an important step. OkiOki has an import functionality in the contacts module which allows you to transfer your data with ease.
In what format can you import contacts?
In what format can you import contacts?
You can import contacts using an Excel template provided by OkiOki, which is preformatted to help you fill in your customers' and suppliers' data correctly. See point 2 below for instructions on how to download this template.
If you prefer to use your own format or an export from your previous software, that's also possible. However, you'll need to prepare the data yourself to ensure the fields are correctly mapped.
How to Import a Contacts List
1. Go to the Contacts page and choose to import a list.
Navigate to Menu > Contacts and click the upload icon at the top of the page to begin importing your contact list.
2. On the page you arrive at, you can download an Excel template.
On the upload page, you’ll find a link to download OkiOki’s Excel template. This template helps ensure your data is correctly formatted for import.
- The main worksheet is called "template"—this is where you should copy your contact data.
- Need more guidance? The "Explanation" sheet provides details on each column.
- Important: The "Country" and "Language" fields must match the predefined dropdown options
Which fields can you import (for your contacts)?
The following fields can be imported for your customers/suppliers. Fields marked with (*) are required. Some fields must also be unique — check the descriptions below:
| Field | Description of the data. |
| vat_number | VAT number. It must be a valid VAT number and unique in this list. |
| company_number | If your customer is not liable for VAT but does have a company number. |
| name* | Company name or full name of contact person. |
| client_reference | Customer reference. Must be unique in the list. |
| street* | Street. |
| house_number* | Number. |
| postal_code* | Postal code. |
| City* | City or municipality. |
| country* | Country. Select from list. |
| phone_number | Phone number. This must be a valid phone number. |
| mobile_phone | Mobile phone number. This must be a valid phone number. |
| email_address* | Email address. |
| language* | Language. Two-letter iso code. Choose from the list provided (en / fr / nl) |
| commercial_discount | Commercial discount: percentage. If the value is between 0-1, it is converted to a percentage. For example, 0.21 = 21%. Otherwise, the value is considered a normal percentage. |
| commercial_discount_description | Commercial discount: description. |
| cash_discount | Cash discount: percentage. If the value is between 0-1, it is converted to a percentage. For example 0.21 = 21%. Otherwise, the value is considered a normal percentage. |
| cash_discount_terms | Cash discount: terms in days. This can only be a positive number. |
3. Upload your file and check the mapping.
When you upload the file with the data you will end up on the screen below. You can see which file has been uploaded and you can also delete it (with the trash can icon).
At this point you can create the mapping between the fields in OkiOki and the excel file you added. You do this by choosing the corresponding column from your excel file for each field that OkiOki expects.
Click on "Click to add" to select a column. The column names of your excel file will appear in the pop-up. Here you can then link the correct field from your excel to the field you have chosen on the screen.
Once you have chosen a field the mapping will be displayed on the screen and you will also see the value from the first row in the excel file as an example.
See below how we have linked the field "VAT number" with the column "vat_number" from the excel file.
You can modify or undo a mapping by hovering over the associated column header with your mouse and choosing modify (pen icon) or delete (trash can icon). See screenshot.
4. Import the data.
When all (required) fields are linked to their corresponding columns, you will see a status message at the bottom indicating that you can import your contacts.
Before you continue, you should also check whether you want to overwrite existing data or not, this option is "on" by default.
When you click on 'import', the data will be loaded into OkiOki. Unless there is an error in the data in the file. Then OkiOki will also indicate which error is in question.
You can also download the excel file, with the fields with errors marked in red (see screenshot below). So you can quickly change this and reload it.
You may reload the improved excel before uploading, and if all is well, your contacts will be imported and OkiOki will take you to the list of all your Contacts. If you search there on one of your newly added contacts, you will be able to view the contact form for that contact.
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