How to Create Custom Export Templates in SmartInvoice

Why Custom Templates Matter

Every accounting system has its own import requirements. Column names, date formats, amount signs—the details matter. A misformatted CSV means failed imports and wasted time.

SmartInvoice's custom export templates let you define exactly how your data should be formatted, ensuring clean imports every time.

Step 1: Access Template Settings

1. Navigate to Settings → Export Templates
2. Click Create New Template
3. Give your template a descriptive name (e.g., "QuickBooks Import Format")

Step 2: Define Your Columns

Select which fields to include and customize their output:

Available Fields

Column Configuration

For each column, you can specify:

• Header name: What appears in the first row
• Position: Column order in the output
• Format: Data formatting rules

Step 3: Configure Date Formats

Different systems expect different date formats:

Select your preferred format from the dropdown, or specify a custom pattern.

Step 4: Amount Formatting

Control how amounts are displayed:

Sign Convention - **Negative for debits**: Withdrawals shown as -100.00 - **Positive for all**: Use separate Debit/Credit columns - **Parentheses**: Debits shown as (100.00)

Decimal Handling - **Two decimal places**: 100.00 - **No decimals**: 100 - **Locale-specific**: Uses your region's conventions

Currency Symbol - **Include**: $100.00 - **Exclude**: 100.00

Step 5: Set Delimiters & Encoding

File Format - **CSV**: Comma-separated values - **TSV**: Tab-separated values - **Excel**: Native .xlsx format

Text Encoding - **UTF-8**: Universal compatibility - **UTF-8 with BOM**: Required by some Excel versions - **Windows-1252**: Legacy Windows systems

Text Qualifier - **Double quotes**: "Text with, commas" - **Single quotes**: 'Text with, commas' - **None**: Raw text (only if no special characters)

Step 6: Add Filtering Rules (Optional)

Include only the transactions you need:

Filter Examples

Date Range: `` Only include transactions from the last 30 days ``

Amount Threshold: `` Exclude transactions under $10 ``

Category Filter: `` Only include "Office Supplies" and "Travel" categories ``

Step 7: Preview & Test

Before saving, always preview your template:

1. Click Preview with Sample Data
2. Review the output format
3. Download a sample file
4. Test import into your target system

If the import fails, adjust your template and test again.

Step 8: Save & Apply

Once you're happy with the preview:

1. Click Save Template
2. Your template appears in the export dropdown
3. Select it when exporting processed documents

Template Library: Quick Starts

We provide pre-built templates for popular systems:

Import these as starting points and customize as needed.

Pro Tips

Tip 1: Version Your Templates When updating a template, create a new version instead of modifying the original. This preserves your ability to re-export historical data in the original format.

Tip 2: Client-Specific Templates Create separate templates for each client if they use different accounting systems. Name them clearly: "Client ABC - Xero Format"

Tip 3: Test with Real Data Sample data might work perfectly while real data fails. Always test with actual client documents before committing to a template.

Tip 4: Document Your Templates Add notes explaining why you made specific choices. Future you (or your colleagues) will appreciate it.

Common Issues & Solutions

Issue: Excel shows dates incorrectly Solution: Use the "Excel" format instead of CSV, or ensure date format matches your Excel regional settings.

Issue: Special characters display wrong Solution: Switch to UTF-8 with BOM encoding.

Issue: Numbers imported as text Solution: Remove currency symbols and ensure consistent decimal formatting.

Need Help?

Our support team is here to help you create the perfect export template. Contact us at support@smartinvoice.finance with:

• Your target system name and version
• A sample of the expected import format
• Any specific requirements or challenges

We'll help you build a template that works flawlessly.