Importing Expenses — Uploading and Reviewing Business Expenses

Overview

Peach Suite Pro provides an Expense Import feature to help businesses transfer existing expense history into their financial records.

Instead of entering each expense manually, users can upload CSV or Excel spreadsheets, review the imported data, and process approved transactions.

The import process helps identify incomplete records, validation errors, and possible duplicate expenses.

1. Prepare Your Expense File

Create or export a spreadsheet containing your expense transactions.

Depending on the available import fields, your file may contain:

• Expense Date
• Vendor or Payee
• Expense Description
• Expense Amount
• Expense Category
• Payment Method
• Transaction or Reference ID

Use consistent date and amount formats and place each expense on a separate row.

Tip: Preserve the original file before importing.

2. Review Expense Categories and Payment Methods

Before uploading, review your business's financial settings.

Make sure the relevant expense categories, vendors or payees, and payment methods are available where required.

Consistent classifications help keep Expense Reports accurate and easy to review.

3. Upload Your Expense File

1. Open the Import Center.
2. Select Expense Import.
3. Choose the CSV or Excel spreadsheet.
4. Upload the file.
5. Continue to field mapping.

Peach Suite Pro creates an import run to track the uploaded records and their processing results.

4. Map Expense Fields

Assign each spreadsheet column to the appropriate Peach Suite Pro expense field.

Example:

Source Column	Expense Field
Purchase Date	Expense Date
Merchant	Vendor / Payee
Total	Expense Amount
Expense Type	Expense Category
Payment Source	Payment Method
Memo	Description

The available mapping options depend on the import format.

Verify the assignments before proceeding.

5. Validate the Expense Records

Peach Suite Pro checks uploaded information before processing.

Possible issues include:

• Missing required values
• Invalid amounts or dates
• Unresolved categories or payment methods
• Duplicate transaction identifiers
• Expenses resembling existing records
• Rows requiring manual review

Review the validation results before completing the import.

6. Review Possible Duplicates

Expense Import includes duplicate safeguards designed to reduce accidental double entry.

For example, importing a transaction that was previously entered manually may produce a duplicate warning.

However, legitimate recurring expenses may share the same vendor, amount, and payment schedule.

Important: Do not automatically discard expenses merely because their dates or amounts match. Verify the transaction details and identifiers before making a review decision.

7. Approve or Exclude Expense Records

After validation:

1. Open the import review screen.
2. Examine any exceptions or warnings.
3. Review possible duplicates.
4. Decide whether flagged records should be included or excluded.
5. Confirm the approved records.
6. Continue with import processing.

Peach Suite Pro processes approved records and preserves import results for review.

Invalid, discarded, and skipped records are not added as approved expenses.

8. Review the Completed Import

After processing, review the import summary.

Check the number of:

• Imported expenses
• Skipped expenses
• Failed records
• Records requiring further attention

Compare imported expense amounts with your original file.

The completed Expense records can then be reviewed through the appropriate financial management and reporting pages.

Troubleshooting

The system reports a possible duplicate.

Compare the expense with existing records and review the vendor, amount, date, and any available transaction identifier.

Some expenses were not imported.

Review the validation messages and final import results to identify skipped, invalid, or discarded rows.

An expense category is missing.

Check the configured expense categories and return to the appropriate mapping or review step.

My imported expense total is too low.

Check whether valid transactions were skipped, whether any rows remain unapproved, and whether the source file includes transactions outside the imported selection.

I accidentally uploaded the same file again.

Review the new import's duplicate warnings and processing status before approving any entries. Do not assume that re-uploading is safe simply because the file was previously used.

Best Practices

Maintain clear expense categories, use transaction identifiers when available, and review possible duplicates before importing.

After completion, reconcile the imported expense amounts with the original business records.

Keep original files for documentation and future reference.