Import Invoices in GoHighLevel

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Import Invoices in GoHighLevel Using CSV

When moving financial data from tools like ClickUp or other platforms, knowing how to import invoices into GoHighLevel with a CSV file saves time and reduces errors. This guide walks you through preparing your CSV, understanding each field, and uploading invoices correctly so they map to the right contacts and sub-accounts.

Before You Start: GoHighLevel Invoice Import Basics

To successfully import invoices into GoHighLevel using a CSV file, you must follow the system’s required format and column structure. Incorrect column names, missing required fields, or invalid values will cause the import to fail.

This how-to article is based on the official GoHighLevel documentation for importing invoices via CSV and summarizes all the essential rules you must follow.

Required CSV Columns for GoHighLevel Invoice Import

Your CSV file must contain specific columns with exact header names. These fields are required by GoHighLevel for a valid invoice import:

  • email – The contact’s email address. Used to map the invoice to a contact in the system.
  • sub_account_id – The sub-account ID where the invoice will belong.
  • number – Invoice number.
  • status – Invoice status. Valid values:
    • DRAFT
    • ISSUED
    • PAID
    • VOID
  • due_date – The invoice due date in the format YYYY-MM-DD.
  • subtotal – Subtotal amount before taxes and discounts.
  • total – Total amount of the invoice.

If any of these required fields are missing or invalid, GoHighLevel will not complete the import.

Optional CSV Fields Supported by GoHighLevel

In addition to the required fields, GoHighLevel supports several optional columns to enrich your invoice data:

  • issue_date – Date when the invoice is issued, using YYYY-MM-DD.
  • memo – A short note or memo stored on the invoice.
  • is_recurring – Indicates if the invoice is recurring. Valid values:
    • true
    • false
  • line_items – A JSON string representing invoice line items.

These fields are not mandatory but can help provide full invoice details in GoHighLevel, especially when migrating from established billing systems.

GoHighLevel Line Items JSON Structure

The line_items column is one of the most important advanced fields for a correct invoice import. GoHighLevel expects a valid JSON array as a string in this cell.

GoHighLevel Line Item JSON Format

Each line item is an object with the following properties:

  • description – Description of the item or service.
  • price – Price per unit.
  • quantity – Quantity of the item.
  • total – Line total (price multiplied by quantity, minus any discount, if applicable).
  • discount_type – Type of discount (if any). Valid values:
    • flat
    • percentage
  • discount – Discount amount or percentage, depending on discount_type.

The overall JSON format in the line_items column should be an array of line item objects. Ensure that:

  • All quotation marks are properly escaped if editing the CSV with raw JSON.
  • The JSON is valid; malformed JSON will cause GoHighLevel to reject that row.

Step-by-Step: Import Invoices to GoHighLevel with CSV

Follow these steps to import your invoices into GoHighLevel using a CSV file:

1. Prepare Your CSV File

  1. Open your spreadsheet editor (Excel, Google Sheets, or similar).
  2. Create columns with the exact header names:
    • email
    • sub_account_id
    • number
    • status
    • due_date
    • subtotal
    • total
    • Optional: issue_date, memo, is_recurring, line_items
  3. Fill in each row with invoice data, respecting allowed values and date formats.
  4. For any recurring invoice, set is_recurring to true; otherwise, use false or leave it blank.
  5. When using line items, create a valid JSON array string for the line_items cell.
  6. Save the file as .csv (comma-separated values).

2. Verify Data Against GoHighLevel Rules

Before uploading, confirm that:

  • Emails match existing or intended contacts in your GoHighLevel account.
  • sub_account_id values correspond to the correct sub-accounts.
  • Invoice status uses only allowed values: DRAFT, ISSUED, PAID, or VOID.
  • Dates follow YYYY-MM-DD.
  • Monetary values are numeric and use the correct decimal separator.
  • All JSON in line_items is valid and properly structured.

3. Import the CSV into GoHighLevel

Once your file is ready and validated, use the invoice import tool inside GoHighLevel to upload your CSV. The system will parse each row and create invoices under the specified sub-account and contact email.

If any rows fail, check the error messages and correct your CSV accordingly, then re-upload.

Troubleshooting GoHighLevel Invoice CSV Imports

If your import does not work as expected, review these common issues:

  • Missing required columns – Make sure all required headers are present and spelled exactly as defined.
  • Wrong status values – Only DRAFT, ISSUED, PAID, and VOID are accepted.
  • Invalid dates – Ensure dates use year-month-day format, for example, 2025-01-31.
  • Incorrect sub-account IDs – Use valid IDs that exist in your GoHighLevel environment.
  • Broken JSON – Any syntax error in the line_items field can break the import for that row.

When you run into complex data structure issues, consulting the official help article can provide additional clarity. You can find the original GoHighLevel documentation here: Import invoices using CSV in GoHighLevel.

Best Practices for Managing CSV Imports in GoHighLevel

To keep your billing data clean and reliable, apply the following best practices when importing invoices into GoHighLevel:

  • Test with a small CSV sample before importing large datasets.
  • Keep a backup of your original CSV files.
  • Standardize invoice numbers and memo fields for easier reporting.
  • Use consistent discount and line item formats across all rows.
  • Document your internal process so your team imports invoices the same way every time.

If you need broader CRM or automation strategy help around GoHighLevel, consider working with a specialist implementation partner like Consultevo to design scalable workflows.

Conclusion: Streamline Billing with GoHighLevel CSV Imports

By following the required column names, value formats, and JSON structure for line items, you can reliably import invoices into GoHighLevel using a CSV file. Proper preparation of your data—especially email, sub_account_id, and status—ensures each invoice is accurately created and associated with the correct records. Use the official GoHighLevel documentation as a reference whenever you update your import templates or add new invoice fields.

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