# Upload invoice documents

Upload an Excel or CSV file to import several invoices and review the results together. You need access to the Invoice Portal and a file prepared for the country and environment you select.

> **Before you start**
>
> Select the workspace, country and **Sandbox** or **Production** environment for these invoices. Use **Sandbox** to try a new workbook before sending live invoices. If your workbook uses your own column headings, its source needs an active Excel [integration](https://docs.complyance.io/one-platform/developer-portal/integration-engine/) for that country and document type.

## Upload a workbook

Use an upload when your invoices are already in a spreadsheet and you want to work through a batch in the Invoice Portal.

### Step 1: Open the import screen

1. In **Invoice Portal**, open **Documents** and then **Sales**.
2. Choose **Upload new document(s)**. The **Import Invoice Documents** screen opens.

![Import Invoice Documents with a menu to choose an import mode, a Download Template button and a file upload area.](https://docs.complyance.io/_app/immutable/assets/import-screen.CVnFY1w-.webp)

The import screen before you choose a mode.

### Step 2: Choose a template

Choose **Default template** under **Choose an import mode** if you can fill in the standard columns. Choose **Download Template** → **Default template** to get the workbook for the selected country. It includes every supported column. Fill in the columns your invoices need and keep its headings.

You can make a smaller workbook with **Download Template** → **Template Builder**: select the document types and scenarios, choose optional fields, then choose **Preview and export** and **Generate template**. Required fields stay selected. Fill in the downloaded workbook and upload it in **Default template** mode.

If your file uses your own headings, choose **Custom template** instead. Map those headings to invoice fields in an active Excel integration before you upload. Every non-empty row must include the same source name and source version.

![The Download Template menu offers Default template, which includes every supported column, and Template Builder, which lets you choose scenarios.](https://docs.complyance.io/_app/immutable/assets/template-menu.BC3FTKjU.webp)

Choose the workbook you want to download.

The available modes and template choices depend on the selected country and environment. If **Custom template** or **Template Builder** is unavailable, download and use the default workbook for your current selection.

### Step 3: Select and upload files

If **Invoice generation unit (EGS)** appears, select an EGS before choosing files.

Choose **Browse Files** or drag files into the upload area. Check **Selected Files**, then choose the upload button showing the number of files you selected.

**Default template** accepts up to 20 `.xlsx`, `.xls` or `.csv` files at once. **Custom template** accepts one `.xlsx` workbook. The sizes are in [Upload limits](https://docs.complyance.io/one-platform/invoice-portal/documents/upload/#upload-limits).

If **Files uploaded successfully** appears in **Default template** mode, choose the process button showing the number of uploaded files to open the review. Some country and environment selections return you directly to **Sales** after a successful upload; follow those invoices there instead. In **Custom template** mode, the review opens after the workbook uploads.

### Step 4: Review the invoices

The review shows the invoices found in the workbook and any issues that need attention. Correct editable values and choose **Validate** when it is shown. For a custom workbook, **Source issues to fix** identifies source values or setup problems that need attention. Affected documents remain read-only until those issues are resolved.

When invoices are ready, choose **Submit to Government**, or select ready invoices and choose **Submit Selected** with the selected count. Check the authority and environment in the confirmation dialog before confirming. Once submitted, documents cannot be edited or recalled. **File submitted** marks a submitted file; it does not confirm acceptance by the authority.

![The review summary shows one valid invoice, zero invalid invoices and File submitted. The validation issues column says All valid.](https://docs.complyance.io/_app/immutable/assets/review-status.DSN_gimk.webp)

An example review with one valid invoice and a submitted file.

## Upload limits

| | Default template | Custom template |
| - | - | - |
| File types | `.xlsx`, `.xls`, `.csv` | `.xlsx` |
| Files per upload | Up to 20 | 1 |
| Size of each file | Up to 10 MB | Up to 10 MiB |
| Total size of one upload | Up to 200 MB | Up to 10 MiB |
| Rows | Up to 1,000 per file | Up to 100,000 |

The screen shows the limits that apply to your selection under the upload area.

**MB and MiB.** 10 MB here is 10,000,000 bytes. 10 MiB is 10 × 1,024 × 1,024 bytes, about 10.5 MB. Your computer may show file sizes in either unit: a file your computer lists as 9.8 MB can be slightly over 10,000,000 bytes, so leave some room.

### Workbook columns

- **Default template**: the columns depend on the country and document type. Download the template for your selection and keep its headings; do not rename, add or reorder them.
- **Custom template**: your own headings, mapped in the Excel integration. The workbook needs a sheet named `Import` with **Source Name** and **Source Version** columns, filled in the same on every row. Rows with the same document number become one document, so you can put one line item on each row. Invoice-level values, such as dates and parties, must be the same on every row of a document.

## Follow an upload in import history

Return to **Import Invoice Documents** with the same country and environment selected and find the file in **Import history**. The table shows its **File name**, **Upload date**, **Upload time**, **Documents** count and **Status**. You may see **Processing**, **Completed**, **Rejected**, **Failed** or **Deleted**. Select a linked file name to reopen its review; not every upload has a review link. Choose **Download file** in **Actions** to get the uploaded file.

![Import history shows a completed upload of AE_Template.xlsx with one document, a linked file name and a download action.](https://docs.complyance.io/_app/immutable/assets/import-history.BJ_hECu3.webp)

A completed upload in import history.

The import status describes the file. To check whether an individual invoice is valid or delivered, open it from [Documents](https://docs.complyance.io/one-platform/invoice-portal/documents/).

## If something goes wrong

| What you see | What to do |
| - | - |
| **Choose Default template or Custom template to enable file upload.** | Choose an import mode before selecting files. |
| **Upload Issues Found**, with a file type or size message | Use a supported file type within the [upload limits](https://docs.complyance.io/one-platform/invoice-portal/documents/upload/#upload-limits). In **Custom template** mode, select one `.xlsx` workbook. |
| `Maximum 20 files allowed` or `Total selected upload size must be less than 200MB` | Split the files into several uploads. |
| `The Custom workbook could not be uploaded. Try again.` | Check the workbook is under 10 MiB and 100,000 rows, then try again. Split a larger workbook into several. |
| `Source rows for this document contain conflicting values.` | Make the invoice-level values the same on every row of that document. |
| **Excel integration mapping required** after a custom upload | Complete and activate the Excel integration for the workbook’s source, country and document type. Then upload the workbook again. |

If an invoice has validation issues after import, open it in the review and correct the fields shown there. See [Create and fix documents](https://docs.complyance.io/one-platform/invoice-portal/documents/create-and-fix/) for how to read validation issues.

Last updated 16 October 2026

Source: https://docs.complyance.io/one-platform/invoice-portal/documents/upload/