Yes. You can import multiple invoices at once using an Excel template. This is useful for recurring entries like management fees across multiple hotels, enterprise accounting allocations, owner distributions, or any batch of invoices you want to load in bulk.
How to import
Download the Invoice Import Template (attached at the bottom of this article).
Fill in the template following the column guide below.
Go to Accounting > AP Inbox and click the Import button.
Upload your completed Excel file. The invoices will be loaded into the AP Inbox for review and approval.
Template column guide
Column | Field | Description | Required? |
A | Hotel ID | The Hotel ID of the property paying this invoice. | Yes |
B | Vendor Name | The vendor you are paying. Must match an existing vendor name in Inn-Flow. | Yes |
C | CustomerNo | The customer number set up for this hotel in Inn-Flow. You can leave this blank and update it after import. | No |
D | Type | Payment method: Check, Manual ACH, etc. | Yes |
E | Invoice # | The vendor's invoice number. | Yes |
F | Invoice Date | The date on the invoice. | Yes |
G | Accounting Period | The month the expense should appear on reports (e.g., 01/2026). | Yes |
H | Due Date | When payment is due to the vendor. | Yes |
I | Internal Notes | Optional notes about the invoice. If splitting across multiple COAs, this value must be the same on every row for that invoice (different values will create separate invoices). | No |
J | EHID | Usually the same as Column A. Use a different EHID if the invoice is being paid by the Enterprise but expensed to another property. | Yes |
K | COA | The chart of account number for this expense line. | Yes |
L | SubVendor | Only used when the payment goes to one vendor but the purchase was made from another (e.g., paying AMEX for a Sam's Club purchase). Leave blank in most cases. | No |
M | Description | Details about the items purchased or being expensed. | No |
N | Amount | The dollar amount to expense to the COA in Column K. | Yes |
Important: Do not enter data in any cells after Column N. Extra columns will cause the import to fail. |
Splitting an invoice across multiple Chart of Accounts
If an invoice needs to be split across multiple Chart of Accounts, use one row per COA. Keep Columns A through I identical on every row for that invoice, and vary Columns J through N as needed. The invoice total will be the sum of all Amount values (Column N) across those rows.
For example, an invoice split across four COAs would have four rows in the template with the same vendor, invoice number, and dates, but different COA codes and amounts on each row.
Troubleshooting import errors
If your import fails, check for these common issues:
Vendor name mismatch – The vendor in Column B must exactly match an existing vendor in Inn-Flow, including spacing and punctuation.
Invalid Hotel ID or EHID – Make sure the Hotel ID in Column A and EHID in Column J are valid property IDs in your Inn-Flow account.
Duplicate invoice numbers – If the invoice number already exists for the same vendor, the import will flag it as a duplicate.
Data after Column N – Remove any extra columns, formatting, or stray data beyond Column N.
Date formatting – Use consistent date formats (MM/DD/YYYY) for Invoice Date, Accounting Period, and Due Date.