How to Import Invoices into Duefy: CSV, PDF, Photo, Email & WhatsApp

Manually retyping invoices into yet another tool is the fastest way to fall behind on collections. Duefy is built so you almost never have to: however your invoices already exist — a spreadsheet, a PDF from your accounting software, a photo on your phone, or an email you just sent a client — there is a way to get them in without keying the details by hand.

Here are the five ways, and when to reach for each.

1. CSV or Excel — for a backlog

If you are bringing in a pile of existing invoices, export them to CSV or Excel and drop the file into Invoices → Import. Duefy maps the columns, auto-creates any client it has not seen before, and shows a review screen before anything is saved. CSV/Excel import is unlimited on every plan, so a one-time migration of hundreds of invoices costs nothing.

2. PDF or photo — let the AI do the typing

Have a PDF invoice, or just a photo of one? Drag the PDF into Invoices → Import → PDF, or open Invoices → Capture on your phone to snap a picture. Duefy's AI reads the invoice number, amount, due date, and client details, then shows you the parsed fields to confirm. JPG, PNG, and iPhone HEIC photos all work.

3. Forward an email

Every workspace gets a private intake email address. Forward any invoice — as an attachment or in the body — and Duefy extracts it the same way it handles an uploaded PDF. It is the quickest path when the invoice landed in your inbox to begin with.

4. Let Duefy watch your sent folder

Connect Gmail or Outlook once and Duefy can watch your sent mail for invoices you email to clients, pulling them in automatically — no forwarding step at all. You stay in control: nothing is chased until you approve it.

5. Send it on WhatsApp

If WhatsApp intake is enabled for your account, link your phone once (send a one-time LINK code to the Duefy WhatsApp number), then simply send invoice PDFs or photos in that chat. They show up under Recent intakes for review. WhatsApp intake is inbound-only — Duefy never sends WhatsApp messages to your clients.

AI extraction, and the safety net

PDF, photo, email, and WhatsApp imports are all AI-extracted and included on every plan: Solo gets 50 AI imports per month (shared across those channels) and Pro and Team are unlimited. Whatever the source, nothing is emailed to a customer automatically — imported invoices land as pending, and you pick which ones Duefy should chase on the review screen. So an invoice that was already paid cannot quietly trigger a reminder.

Pick whichever path matches where your invoice already lives, and skip the data entry entirely.