Import billable extras

Overview

Import billable extras lets you bulk-create one-off charges against bookings from a CSV file. Use it when you have a batch of items to bill (for example, a bank statement covering hairdressing, chiropody, pharmacy, or mobility aids across many residents) and want them all loaded into Found in a single upload.

Where to find it

1. From the left navigation, open Operations → Billable extras.

2. Click the Add billable extras button at the top right of the page.

3. From the dropdown, choose Import billable extras.

The import sheet opens from the bottom of the screen with three steps: upload, review, and confirm.

How to import billable extras

Step 1 — Upload the CSV

In the upload step, you'll see two helper buttons in the top right:

• Download template — downloads a sample CSV with the correct headers and one example row.

• Documentation — opens this knowledge article in a new tab.

The CSV must use these column headers, in this order:

File limits:

• Maximum file size: 10 MB

• Maximum rows: 10,000

Drop or select your CSV, then click Continue. Found parses the file and shows the next step.

Step 2 — Review

The review step lists every row from your CSV in an editable table. Rows with problems are flagged with inline errors against the affected column.

You can:

• Edit the booking, expense type, purchase date, amount, description, reference, or notes directly in the row.

• Remove any row you don't want to import.

• Use the search and quick filters at the top, including Invalid only to focus on rows that still need fixing.

• See live totals (row count and gross total) in the summary bar at the bottom.

Common validation errors you may see:

• Booking not found

• Booking is not active on the purchase date

• Unknown expense type

• Expense type not available at this booking's location

• Purchase date must be in DD/MM/YYYY format

• Amount must be a positive number

• Reference must be 255 characters or fewer

• Notes must be 5000 characters or fewer

• Description must be 150 characters or fewer

Fix any errors, then click Continue. The continue button stays disabled while any row has errors.

Step 3 — Confirm

The confirm step shows the rows exactly as they'll be created, with net, VAT, and gross amounts calculated for each.

VAT is calculated from the expense type's tax behaviour and the effective tax rate on the purchase date:

• Exempt — net = amount, VAT = 0.

• Exclusive — the amount you entered is the net; VAT is added on top.

• Inclusive — the amount you entered is the gross; net and VAT are derived from it.

Review the totals, then click Import billable extras to commit. A success toast confirms how many records were created, and the new rows appear in the billable extras table.

What happens after import

Each imported row creates a billable extra in a pending state. The amount, net, VAT, and tax rate are frozen on the row at creation, using the expense type's effective tax rate on the purchase date.

The extras are picked up automatically the next time invoices are generated for a booking with a billing contract subscription that collects billable extras. Once they appear on an invoice, their state moves from pending to complete.

Rules to remember

• Booking IDs and expense type IDs must use Found's sequence ID format (e.g. BOK-0042, BIL-0001), not internal database IDs.

• The purchase date must fall on or between the booking's start date and end date (if the booking has ended).

• The expense type must be linked to the booking's location.

• If the expense type doesn't allow a custom description, anything in the description column is ignored for that row.

• Imports are atomic per click — if any row is invalid at the final commit, the whole batch is rejected and no records are created.