Move your billing off
the spreadsheet.
If you bill from a spreadsheet, a Word invoice template or your accounting tool, the move is a few CSV files, a dry run you check line by line, and a switch at each customer's next renewal. Nobody is charged twice, and nobody is missed.
Book a demo, and we will do the first import with you.
1. Fill in the templates
Download a template for each kind of record and copy your columns across: one row per customer, per subscription, per unpaid invoice. Each template comes with example rows, so you see the shape before you start.
- Customers: name, email, address, tax number and the id you already use
- Subscriptions: what each customer pays, how often, and their next renewal date
- Open invoices: whatever a customer still owes you
- Your price list, in the same file as the subscriptions if you like
Already have your own spreadsheet? Upload it as it is and match its columns to ours in the first step. What you can import.
2. Saved cards
If you already charge cards through Stripe, GoCardless, Authorize.Net or Paystack, connect that account and fetch the saved cards straight from it; with another gateway, upload the list of card references it exports. Renewals then charge the card already on file, and nobody types a card in again.
If customers pay you by bank transfer today, there is nothing to move. They pay the first invoice from its link and can save a card on their billing page for the next one, or keep paying by transfer on the terms you agreed.
How it works: migrating saved payment methods.
3. What goes where
| In your spreadsheet | In yRecurring | Notes |
|---|---|---|
| Your customer list | Customers | Name, email, address, tax number, and the id you already use for them |
| Your price list | Products and prices | One product, many prices: monthly and yearly, in the currency you charge |
| Who pays what, and when | Subscriptions | With the quantity and the next renewal date, so the first invoice lands on the day they expect |
| Invoices still unpaid | Open invoices | Balances are right on day one; nothing is emailed about them |
| Invoices already paid | Invoice history, if you want it | Marked paid, for statements and reports; never sent again |
| Cards you already charge | Saved payment methods | References to the cards in your payment account, never the card numbers |
Files go in this order: customers and prices, then subscriptions, then invoices. Each row keeps the id you gave it, so running a file again skips what is already there instead of copying it; customers, products and prices can be set to update instead.
4. The switch, in five steps
- 01Fill in
Download the templates and copy your columns across, one row per customer, subscription and unpaid invoice.
- 02Dry run
Upload each file. Every row shows what it would create, or what is wrong with it, before anything is written.
- 03Match values
Say once what your words mean: "On hold" is paused, "Net 30" is 30 days. Every row follows. From Grow, AI suggests the matches.
- 04Commit
Commit when the preview reads right. Something off? Roll the whole import back within seven days.
- 05Switch
Stop your own invoice for each customer's next renewal. yRecurring sends that one, and every one after.
5. Time it to the next renewal
Each subscription comes in with the date its next invoice is due. Until that date you bill as you always have; from that date yRecurring bills, one customer at a time, as each renewal comes round. There is no big switch-over day, nobody pays twice for the same month, and nobody is skipped.
Want to see it first? Send a test invoice in test mode; it charges nobody.
- Sep 1 Invoiced by you, from the spreadsheet. Paid.
- Sep 12 Imported, with his next renewal on Oct 1. No email sent.
- Oct 1 First invoice from yRecurring. Card charged, receipt sent.
- Nov 1 Renews on its own.
What your customers see.
On import day, nothing
Imported invoices, payments and subscriptions are records of what already happened. Nobody gets an email about them.
At their renewal, your invoice
With your logo and your invoice numbers. A saved card is charged and a receipt goes out; otherwise the invoice carries a link to pay.
After that, a page of their own
They see their invoices, update a card, change plan or pause, without emailing you.
Questions people ask
Do I need to tidy my spreadsheet first?
Not much. Copy your columns into the templates, or upload your own file and match its columns to ours in the first step. The dry run lists every row that has a problem, in plain words, and nothing is written until you commit. From the Grow plan, the AI assistant suggests the column matches, reads odd dates and explains the errors for you.
My invoices come out of my accounting tool. Does that change anything?
Only where the files come from: export the customer list and the unpaid invoices as CSV and use those. After the switch yRecurring sends the invoices, and from the Grow plan the QuickBooks and Xero connections write each invoice and payment back into your books.
Will my customers get emails during the import?
No. Imported invoices, payments and subscriptions are historical records; the importer never sends a customer email for them. The first message a customer gets from yRecurring is the first invoice or receipt you choose to send.
How do I make sure nobody is charged twice, or not at all?
Import each subscription with its next renewal date. Keep invoicing as usual until then; for each customer, the first invoice from yRecurring is the one on that date, and you stop your own for the same period. The dry run shows every renewal date before you commit, so a missing one is caught before it costs you.
What if I get something wrong?
Fix the file and run it again: each row carries the id you gave it, so running a file again skips what is already there instead of copying it; customers, products and prices can be set to update instead. Or roll the whole import back within seven days of committing it.
Can you do the first import for us?
Yes. Book a demo and bring your spreadsheet; we do the first import with you on the call, dry run first, so you leave with your customers in yRecurring and their next renewals lined up.