Instead of keeping old invoices in spreadsheets, PDFs, or legacy systems, shops can upload their historical data and view it directly inside each customer profile as read-only invoices.
This gives shops a full picture of their history with every customer and asset, without manually recreating anything.
How It Works
Users download the invoice import template from the Imports section on the ‘Settings’ page. (Settings > Invoices > Download Template)
Fill the file with historical invoice line items. Each row represents one line item.
Users upload the completed CSV file back into ShopView.
ShopView validates the file, groups rows into invoices, and creates those invoices in the customer profile.
Imported invoices appear in ShopView as view only and are marked as status IMPORTED.
What Gets Imported
Invoice Level
Customer (if matched)
Asset VIN/Serial (if matched)
Invoice Number
Invoice Date
Mileage and Hours
PO
Tax totals
Shop Supplies and Misc totals
Line Level
Line Titles (What are you doing)
Line Descriptions (Why are you doing it)
Tech Story
Row Level
Labor rows
Part rows (display only, not added to inventory)
Sublet rows
Shop Supplies row
Misc rows
Data Safety and Integrity
The import does not:
Recalculate totals
Modify vehicle files
Modify customer records
Update service advisor assignments
Add parts to inventory
Trigger revenue or reporting events
All values import exactly as they appear in the file.
Large File Capabilities
The system supports large imports up to 50,000 rows, ensuring even large fleets and enterprise-level shops can migrate their entire history at once.
Where the Imported Data Appears
Once imported:
Invoices show up in the Customer Profile under the Invoice History section.
Each invoice is clearly marked as IMPORTED.
Users can open them, view every line, and reference all historical information.
Invoices remain read only.
Who Uses This Feature
This feature benefits:
Shops migrating from other systems
Shops with large historical datasets in spreadsheets
Enterprise fleets consolidating multiple locations
Existing shops cleaning up legacy invoice data
What Staff Need to Know
For Admin Users:
How to prepare and upload the import file
How to verify that imported invoices appear correctly
How to identify skipped invoices and correct template issues
For Service Writers and Techs:
How to view historical invoices
Understanding that imported invoices are read only
Knowing that historical work orders do not affect reporting or inventory
Summary
The Historical Invoice Import feature gives ShopView clients a powerful tool to seamlessly bring their legacy service history into their daily workflow. It keeps all history searchable and visible, increases shop efficiency, and streamlines new shop onboarding, all without affecting financial data or inventory records.