Free starter pack
Invoice reconciliation CSV templates — customers, orders and payments
Prepare sales records for comparing customer invoices with your customers, orders and payments. Download all four UTF-8 CSV files without an account.
These are input templates, not a tax-compliant invoice generator. They contain no reconciliation formulas and cannot automatically approve invoices.
Download the linked records
All names, products and transactions are fictional. Each file has two sample rows. To use your own records, delete every sample row and retain the first row of headers. Save as comma-separated UTF-8 CSV, with decimal amounts such as 25.00, currency codes such as EUR and ISO dates such as 2026-01-10.
Check these records in checafatura
Keep unknown optional values empty: zero means a known zero, not “unknown”. Required fields must be supplied from your records. Do not invent an ID, amount or date to make a check pass. A required check that cannot run sends the invoice to a person.
How the files join
DEMO-C001 identifies Fictional Orchard Shop. Order DEMO-O001 belongs to that Customer ID. Its line is 4 × DEMO-BOX at €25.00 = €100.00. Payment DEMO-P001 records €100.00 received for the same customer and order.
- Customers → orders: Customer ID must match exactly.
- Orders → order lines: Order ID must match exactly; Product / SKU identifies each product.
- Orders → payments: Order ID connects the payment to the order; Customer ID connects it to the account. Include both for this walkthrough.
Column reference
Labels, required fields and types below come from the same field definitions as the importer. Amount columns accept currency units, even where the internal field stores cents. Leave the mapping transform as “as it is”.
Customers
- Customer ID — required; text.
- Customer name — required; text.
- Currency — optional; text.
Orders
- Order ID — required; text.
- Customer ID — required; text.
- Order date — optional; ISO date (YYYY-MM-DD).
- Order value — optional; decimal currency amount.
- Amount expected — optional; decimal currency amount. What we expect to be invoiced. Left empty, the order value is used.
- Currency — optional; text.
Order lines
- Order ID — required; text.
- Product / SKU — required; text.
- Description — optional; text.
- Quantity — required; numeric quantity.
- Unit price — required; decimal currency amount.
- Line total — optional; decimal currency amount.
Payments
- Payment ID — required; text.
- Customer ID — optional; text.
- Order ID — optional; text.
- Payment date — optional; ISO date (YYYY-MM-DD).
- Amount paid — required; decimal currency amount.
- Currency — optional; text.
Run your first real check
- Create an account and a fresh organisation for these fictional records. Leave default rules and approval settings in place; do not load the separate demonstration dataset.
- Open Administration → Import data. Choose Customers, upload customers.csv and select “Read the headers”. Review every suggested mapping and confirm the import.
- Repeat for Orders, then Order lines, then Payments, choosing the matching file type each time. Review the suggested columns and keep amounts “as it is”, not “already in cents”. Confirm two imported rows and no errors for each file.
- Open Add an invoice → Type it in. Enter each example below, including its single product line, and press “Check it”. The manual form uses EUR by default. Leave Tax number blank.
- Read the checks and reasons on the invoice review screen before recording a decision. Enter each invoice once: submitting the same number and total again triggers the duplicate check.
DEMO-INV001
- Customer ID / Customer name
- DEMO-C001 / Fictional Orchard Shop
- Order reference / Invoice date
- DEMO-O001 / 2026-01-12
- Subtotal / Tax / Total / Amount paid (EUR)
- 100.00 / 0.00 / 100.00 / 100.00
- Product / SKU; Description; Quantity; Unit price
- DEMO-BOX; Fictional gift box; 4; 25.00
Expected result: All 15 default checks pass; recommendation: approve. Automatic approval is off, so a person must still approve it.
DEMO-INV002
- Customer ID / Customer name
- DEMO-C002 / Fictional Harbour Shop
- Order reference / Invoice date
- DEMO-O002 / 2026-01-13
- Subtotal / Tax / Total / Amount paid (EUR)
- 60.00 / 5.00 / 65.00 / 60.00
- Product / SKU; Description; Quantity; Unit price
- DEMO-MUG; Fictional mug; 3; 20.00
Expected result: Needs review: the total is €5.00 above the €60.00 expected, exceeding the default €1.00 tolerance. The other 14 checks pass. The fictional €5.00 tax makes the invoice add up; it is not tax advice.
Check these records in checafatura
Already signed in? Import the starter pack. For the comparisons behind the result, read the invoice approval checklist or how checafatura decides.