Moving from another bookkeeping package with an
.xafaudit file? See Import XAF when switching to AdMemo to bring customers, income and expenses across together.
Use Import expenses to add existing or historical expenses. Upload a CSV, XLS, XLSX or UBL XML file, review its contents, and save the checked rows.
You can upload your own spreadsheet. If you need a starting point, download the Excel template and fill it in. AdMemo uses your account language for its headings. Your supplier names, categories and descriptions remain as entered.
Import your file
- Open Overview, then the Expenses tab.
- Select Import.
- Upload your file, up to 2 MB.
- For an Excel workbook, select the sheet containing your expense rows.
- Choose Skip or Import anyway for possible duplicates.
- Review the preview. The first header row contains your file's column names; the next row lets you choose an AdMemo field for each column.
- Match at least Date, Merchant/supplier, and an amount field.
- Select Check.
- Correct any errors and review the warnings.
- Select Start import.
Fields you can import
| Field | What to enter |
|---|---|
| Date | Expense or transaction date. Supported formats include 2026-07-01, 01-07-2026 and 01/07/2026. |
| Merchant/supplier | Supplier or shop name. Required. |
| Category | The bookkeeping category you use for the purchase. |
| Description | A short description of the purchase. |
| Amount excluding VAT (€) | Amount before VAT. Supply this or the amount including VAT. |
| VAT amount (€) | VAT paid. |
| Amount including VAT (€) | Total including VAT. Supply this or the amount excluding VAT. |
| VAT % | VAT percentage. |
| Purchase VAT | Purchase VAT treatment, where applicable. |
| VAT country | Two-letter country code, such as NL. If blank, the import uses NL. |
| Deductible % | Deductible percentage, where applicable. |
| Supplier VAT ID | Supplier's VAT identification number, where applicable. |
Columns set to Do not import are ignored. Your original column names do not need to match AdMemo's headings: you choose the matching fields in the preview.
Amounts and VAT
AdMemo calculates missing amounts when possible:
- Amount excluding VAT plus VAT amount gives the amount including VAT.
- Amount excluding VAT plus VAT percentage gives the VAT amount and total.
- Amount including VAT plus VAT percentage gives the amount excluding VAT and VAT amount.
- If a VAT percentage is missing and a calculation needs it, the import uses 21%.
Check the VAT rate and treatment for each row. The amount including VAT cannot be lower than the amount excluding VAT. A supplied VAT amount must agree with those two amounts. VAT percentage must be between 0 and 100.
Foreign or unrecognised purchase VAT can require review. The import does not automatically deduct foreign VAT when it cannot establish the purchase VAT treatment. Changing the app language keeps Dutch VAT and tax rules in place.
Categories and descriptions
Use the category you already use for that purchase. Existing Dutch category names such as Materiaal (materials), Gereedschap (tools) and Brandstof (fuel) remain valid.
If Description is blank, AdMemo uses the category as the description. If both are blank, it uses the existing default Geïmporteerde uitgave (imported expense).
Possible duplicates
AdMemo compares the date, supplier, description and amounts excluding and including VAT with existing expenses and earlier rows in the same file.
- Skip keeps possible duplicate rows out of the import.
- Import anyway saves them as additional rows.
Use one row per expense and consistent supplier names and categories. Review warnings before importing.
Next step: Scan expenses.