Short answer: Map your Excel columns once. The system remembers your setup for future uploads.
Column mapping tells CSV2Invoice which Excel columns contain which invoice information. You set this up once, and it's automatically applied to all future Excel files with the same structure.
What is Column Mapping?
Column mapping connects your Excel spreadsheet columns to invoice fields:
- Your Excel column "Order_ID" → maps to → Invoice field "Order ID"
- Your Excel column "Client_Name" → maps to → Invoice field "Customer Name"
- Your Excel column "Total_Price" → maps to → Invoice field "Amount"
This flexibility lets you use your existing Excel structure without reformatting your spreadsheet.
How to Map Excel Columns
When you first upload an Excel file:
- Upload your Excel spreadsheet (XLS or XLSX)
- System reads your column headers from row 1
- Match each Excel column to an invoice field using dropdown menus
- Save the mapping (stored in your browser)
- Generate invoices with the mapped data
The first time takes 2-3 minutes. Subsequent uploads are instant because the mapping is remembered.
Required Invoice Fields
- Order ID or Invoice Number
- Customer Name or Company
- Product Name or Description
- Amount or Total Price
- Order Date (optional but recommended)
System Remembers Your Mapping
After your first mapping setup:
- Stored in browser: Mapping saved locally for privacy
- Auto-applied: Future Excel files use same mapping
- Same column headers: System recognizes your structure
- Update anytime: Easily modify mapping if needed
This means your monthly invoice generation becomes a one-click process after the initial setup.
Example: Column Mapping in Action
Let's say your Excel file has these columns:
- Transaction_Date
- Customer_Email
- Item_Description
- Price_USD
- Order_Number
You would map them as:
- Transaction_Date → Order Date
- Customer_Email → Email Address
- Item_Description → Product Name
- Price_USD → Total Amount
- Order_Number → Order ID
CSV2Invoice then knows where to find each piece of information in your Excel file.
What If My Excel Columns Change?
If you change your Excel structure:
- Different column names: Remap affected columns
- New columns added: Optionally map new fields
- Columns removed: System alerts you to missing required fields
- Reordered columns: No problem, mapping is by name not position
The system is flexible and adapts to your changing Excel structure.
Optional vs Required Fields
Invoice field requirements:
- Required fields: Order ID, Customer Name, Product Name, Amount
- Recommended fields: Order Date, Email Address, Currency
- Optional fields: Tax rate, Billing Address, Payment Method
You must map the required fields. Optional fields enhance invoice detail but aren't necessary for basic invoice generation.
Multiple Excel Files with Same Structure
If you regularly process Excel files with the same column structure:
- Map columns once on the first file
- System remembers the mapping
- All future files with matching headers use the same mapping automatically
- No need to remap each time
Perfect for monthly billing cycles where your Excel export structure stays consistent.
Can I Have Multiple Mapping Profiles?
Currently, the system stores one mapping profile per browser. If you work with multiple Excel formats:
- Same browser: Remap when switching between different structures
- Different browsers: Each can have a different mapping
- Remapping: Takes only 1-2 minutes
Troubleshooting Column Mapping
Common issues and solutions:
- Mapping not saving: Check browser cookies/local storage enabled
- Wrong data in invoices: Review column mapping matches correct Excel columns
- Missing fields error: Ensure all required fields are mapped
- Columns not showing: Verify first row of Excel contains headers