Adding files to a company

Add files to a company

You add a company's files on its setup page, in the Add data area. Haruno accepts Excel workbooks (.xlsx), CSV files and PDF files, copies each one into the company's own folder in your books and reads it straight away. Your original files are never moved or changed. Haruno for Windows has the same Add data area; see how the Windows app differs. A company whose books come from QuickBooks (Add company ▸ From QuickBooks) closes from its synced months and its reconciliation report PDFs only; see QuickBooks and a company's books.

1. Open Portfolio (⌘1) and click the company's card. A company you have just added opens on its setup page by itself.

   To add a company first, see Companies.

2. Drag files or a folder onto the Add data area, or choose Upload files or Open a folder.

   With Upload files, select the files and choose Add files.

3. Wait while Haruno copies and reads the files. One import runs at a time for each company; files dropped while one is running are ignored.
4. Read the Data added sheet before you draft the mapping.

   What the import tells you explains every line.

Once the mapping is drafted, add files from the Books menu instead (see Adding files after the mapping exists).

What Haruno accepts

Only .xlsx, .csv and .pdf files are added, in any letter case. Any other kind of file is listed as “Not an Excel (.xlsx), CSV or PDF file.” or, inside a folder, only counted: “3 other files were left out. Haruno adds only Excel (.xlsx), CSV and PDF files.” An alias or symbolic link is skipped with “Skipped a link. Choose the original file or folder to include it.”, and an application or document package is skipped too.

A PDF is read only when it is a QuickBooks reconciliation report (see Reconciliation reports): up to 32 MB, with text in it rather than pictures of the pages, and not password-protected. Any other PDF is copied but not read; Haruno for Mac says Copied · Not used and gives the reason. Haruno for Windows also adds a 弥生会計 Next trial balance, a ZIP (.zip) of up to 64 MB that you choose on its own with Upload files; a ZIP found inside a folder is not added. Leave the file as 弥生会計 wrote it, because one without its 処理日時 line, which says when it was made, is left out. A company that closes from it reports in JPY. Haruno for Mac cannot add the ZIP.

Adding a folder copies what is in it at that moment, subfolders included; Haruno does not watch the folder. Every Excel, CSV and PDF file in it goes into this one company, so choose a folder that holds only this company's files. A draft is made from one export of each statement, so for a company's history export the whole range as one report with one column per month, not one file per month (given two exports of one statement, the draft uses the one that runs to the latest month, and of two that end in the same month, the later export); see The first exports for a new company.

The two files every company needs

Every company set up from files needs a Balance Sheet and a Profit and Loss export before you can draft its mapping, because closing a month needs both. Once Haruno has recognized at least one of the company's files, Draft the mapping stays unavailable until the files include both, and the setup page says what is missing:

• None of these files is a Balance Sheet. Closing a month needs one, so add the company's Balance Sheet export before drafting.
• None of these files is a Profit and Loss. Closing a month needs one, so add the company's Profit and Loss export before drafting.
• None of these files is a Balance Sheet or a Profit and Loss. Closing a month needs both, so add those exports before drafting.

A file counts only when Haruno can read it as that statement: a Profit and Loss with quarter columns shows Automatic (Financial statements) under Read as, not Automatic (Profit and Loss), and a file Haruno could not open does not count at all. If Haruno recognizes none of the files, Draft the mapping stays available, but drafting is refused with a sentence that begins “none of these workbooks reads as a statement export” (see When Draft the mapping is unavailable).

Everything else is optional; see What a company sends and Export settings that matter.

Where the copies go

Copies go into the company's exports folder in your books (see Where the books are stored). Editing your original after you add it changes nothing in Haruno: to use the edited version, add it again, and it is saved beside the earlier copy with a number added. You can remove a copy until a close has read it; after that it stays, and every close reads the copy after the original, so its figures count. Adding files runs on your Mac: it sends nothing, writes nothing to QuickBooks and uses none of your allowance.

How Haruno reads a file

Haruno reads the values a file shows as it was last saved, and recognizes what the file is from its contents: a QuickBooks Online report by its title block, a Stripe or HubSpot export by its column headings, a workbook your practice keeps by marker words in its cells, a QuickBooks reconciliation report PDF by its title and Summary. It never recalculates a formula, never uses indentation, bold or fonts, and never guesses which period a figure belongs to.

The other files Haruno reads are described in Other QuickBooks reports and Sources outside QuickBooks. A trial balance claims only its own sheet, so Trial Balance, Balance Sheet and Profit and Loss tabs in one workbook are read as all three.

The title block names the report

Haruno reads the kind of report from the report title, in any capitalization:

Profit & Loss, P&L and Statement of Financial Position are not recognized. A report divided by something other than time, such as Balance Sheet by Location, is refused (by Month and by Quarter are not divisions); Profit and Loss by Class is the one divided report Haruno reads.

Every figure belongs to a month-end

Haruno files every figure against a month-end; its ledger has no weeks or quarters. So a Profit and Loss must have one column per month: a quarter column would be recorded as its last month's trading. The column captions decide the period:

• Month names are read in English, and columns can run newest first. A Total column is not needed, and a month heading on a row of its own above Total and % of Income columns is read.
• A one-column balance sheet, captioned Total, is filed at the date in its title, such as As of June 30, 2026, which must be a month's last day. A one-column Profit and Loss is accepted when its title names one month, such as September 2026, and refused under a day-range title such as September 1-30, 2026.
• A month with no column is absent, and a blank cell is not a zero. An account with no activity that QuickBooks leaves off a report counts as zero for that month.

Accounts, sections and subtotals

Haruno tells accounts from subtotals the way you read a QuickBooks report:

• A caption that a later row closes with Total for followed by the same caption is a section.
• A row with at least one typed number in a month column is an account. A caption that starts with a number of three or more digits, such as 1010 Checking, is a numbered account.
• A row whose figures are all formulas, such as Gross Profit or Net Income, is the statement's own arithmetic, not an account. On a Profit and Loss only Gross Profit, Net Operating Income, Net Other Income and Net Income are read that way; another formula-only row refuses the statement.
• A parent account with figures of its own and its own Total for row is read both as a section and as an account, so its own postings are counted.

An account without a number is known by its full QuickBooks path, as in Job Expenses:Job Materials:Plants and Soil, leaving out QuickBooks' fixed type headings such as Current Assets, so a renamed unnumbered account arrives as a new account (see Account numbers). Haruno does not yet tell apart two unnumbered accounts that share a name when one is on the Balance Sheet and the other on the Profit and Loss.

Accounting basis and currency

Haruno reads the basis from the footer QuickBooks prints under a report (Accrual Basis followed by the time of export) and shows Accrual basis or Cash basis in the import result. A Statement of Cash Flows' footer states no basis, and a file with no footer, such as a workbook your practice keeps, has none either; both are accepted. A close refuses a cash-basis Balance Sheet or Profit and Loss, but drafting does not check their basis today (see Export settings that matter).

A file declares a currency only in its title block: an ISO code in a phrase such as Amounts in EUR or (EUR), an unambiguous symbol such as € or £, a prefixed dollar such as CA$ or AU$, or a phrase such as euros or pounds sterling. A bare $ declares nothing, so an ordinary QuickBooks export in the company's home currency is fine, and a currency code in an account name, such as 1020 USD Operating, never counts. Nothing is converted, so a close refuses the company until its figures arrive in the reporting currency (see Currency). Files never set a company's reporting currency or fiscal year-end; you choose both in Company details.

Excel, CSV and figures in thousands

Use Excel (.xlsx) for every QuickBooks statement: Haruno reads computed lines and subtotals from the formulas in QuickBooks' Excel export, and a CSV carries none (see Excel, not CSV). CSV is right for Stripe and HubSpot exports. A CSV must be UTF-8 and comma-separated; dates are read only when written like 2026-03-04, and on a statement (1,234.56) and $1,234.56 are not numbers.

A ('000) or in thousands banner on a visible sheet makes the draft present the statements in thousands and ask you to confirm it: wrong by a factor of 1000 if the banner is stale. The stored figures are always exactly what the file says.

Read as: what Automatic found

Each file in the setup page's Company files list has a Read as button that names what Haruno recognized it as, for example Automatic (Profit and Loss); plain Automatic means nothing recognized it. The name comes from the file's contents, not its file name, so it is the quickest check that Haruno sees each file as what it is, and renaming an Excel file changes nothing. Once the mapping is drafted, keep a CSV's name: the mapping knows a CSV by its file name, and a renamed one is left out of every close, though a numbered copy Haruno makes, such as invoices 2.csv, counts as the same file.

Besides Automatic, the menu offers Reporting package (your practice's own financial package), Financial statements (Profit and Loss, Balance Sheet, Cash Flows), Reconciliation (the company's reconciliation workbook, or a QuickBooks reconciliation report PDF), Budget, Operating inputs, Transaction detail (A/R Aging Detail, A/P Aging Summary or Detail, Transaction List by Vendor and Recurring Template List), Trial balance, Profit and Loss by Class, Billing invoices (Stripe), CRM deals (HubSpot) and Revenue by customer.

A choice applies to the whole draft

For a company set up from QuickBooks exports, leave every file on Automatic. A Read as choice applies to the whole draft: set one file to Budget and the drafting card says 3 files will be read, all of them as “Budget”. The Balance Sheet and Profit and Loss are then not drafted, and the company cannot close until you draft again. Two files set to different readings stop the draft. Choices are not saved; they last while the company's page is open.

A file that matches none of the kinds Haruno reads is flagged in Company files as one nothing in a close reads. For a company set up from QuickBooks exports, export it again in a form Haruno recognizes, or leave it out, rather than force a reading on the whole draft (see Files Haruno refuses or skips).

What the import tells you

When an import finishes, a sheet titled Data added to and the company's name lists every file with what became of it and what Haruno found inside, under a summary such as 2 files added · 1 from another company · 1 not recognized · 1 not in the mapping · 1 not used · 1 skipped · 1 not added. If nothing was copied, the summary reads No files were added. Choose other files or a folder. If nothing was recognized, it reads The files are saved. Check the results below to see which files Haruno could read. During setup the same results appear on the setup page under Import results. Haruno for Windows has no such sheet; it shows the results only under Import results. Check them before you draft: they are the quickest way to catch a cash-basis, partial-month or wrong-currency export.

Each file's row

Under each file's name, up to three lines say what Haruno found. A file renamed on the way in adds a line such as “Saved as Profit and Loss 2.xlsx, beside the earlier file. The close reads it after that one, so its figures count.” That second sentence appears only for a copy Haruno read and the company's mapping reads; a copy it could not read, did not recognize or has not analysed yet says only “Saved as Profit and Loss 2.xlsx, beside the earlier file.”, and its label says the rest. A sheet Haruno refuses, or a report it does not use, adds a line of its own with the reason.

The Company files list

During setup, the page lists every file under Company files · N with its Read as button. The list goes away once the mapping is drafted, and comes back if you discard an unapproved draft, if Haruno sends the company back to drafting, or if the approved mapping cannot close with these files. Once the company has a report, the same list is the Files tab on its company page, without the Read as button. On the Files tab, a file the company's mapping does not read has a question mark, and a note under the list says to draft the mapping again from the Mappings tab to include it. Where the files are exports of more than one company, a note above the list names them.

Not read means Haruno could not open it: it is left out of the draft, but a close still tries to read it and stops. A PDF that is not a QuickBooks reconciliation report also says Not read, with a note under it; a close leaves a PDF out instead of stopping. When no file can be opened, the drafting card says “There is nothing in this company's exports folder to read yet.” Read means it opened but nothing said what kind of file it is; Not claimed means it matched none of the kinds Haruno reads, so a close posts nothing from it.

A check before you draft

• There is a Balance Sheet and a Profit and Loss, and Read as names each one.
• Each title line shows the period you meant, ending on a month-end, and the Balance Sheet is dated the last day of the month.
• The Balance Sheet and the Profit and Loss say Accrual basis.
• No currency appears, or it is the company's reporting currency.
• No file says Not read. Remove it before you draft: an unreadable file stops every close.
• No file says Not claimed or Copied · Format not recognized, unless you mean to leave it out.
• Ideally there is one export of each statement. Given two single-sheet exports of one statement, the draft uses the one that runs to the latest month and a note says which it left out. Two workbooks with several tabs each are still refused, with “two of these workbooks are the same statement (PL) — hand in one export per statement”.

Then continue with Draft the mapping.

Hidden sheets, formulas and stripped values

Every hidden and very hidden sheet is set aside, and neither the draft nor any close imports its figures; the file's row in Company files names it, as in Sheet Payroll is hidden in this workbook: it is read but never imported. (a note may say the same in English: “1 hidden sheet(s) quarantined (not ingested): 'Workings'”). A hidden sheet is not part of what the preparer chose to present, and Haruno has no setting to include one. To use its figures, unhide it in Excel and save. If no close has read the old copy yet, remove it and add the saved file; after that, the saved file goes in beside the old copy, read after it, and the mapping does not change (see Changing the mapping).

• Hidden sheets still count for the basis: a workbook whose hidden sheet says cash while a visible one says accrual cannot be read at all.
• Hidden rows and columns on a visible sheet are read like any other cells.
• In a merged range of cells, only the top-left cell keeps its value.

Formulas are recorded, never run: Haruno reads the value Excel stored at the last save, so it imports the figures the preparer saw, and nothing in a file runs on your Mac (.xlsx and CSV files cannot carry macros). The exception is a formula behind an account's own amount: the statement is refused and the cell is named, so export the report again or replace the formula with its value.

When more than half of a workbook's formula cells have no stored value, which usually means another program wrote the copy, Haruno reads its layout only and imports no figures. The import says Copied · Format not recognized, and Company files adds Read for its shape only — the saved values were stripped before this file was shared, so nothing in it can be imported. Ask for the original export, or open the file in Excel, save it and add it again; if no close has read the stripped copy yet, remove it first. See also Security.

Files Haruno refuses or skips

A file can fall short in three ways: it is the wrong kind and is not added; it is added but cannot be read; or it is read but refused, in part or in full, because importing it would misstate the books. The fix is almost always a fresh export from QuickBooks Online with the right settings.

If a refused statement is the company's only Balance Sheet or Profit and Loss, Draft the mapping stays unavailable; beside a usable one, the draft lists it under Needs your attention. See also Reports Haruno does not read, the older Total Income layout in When a Profit and Loss is refused, and messages at the close in When the close refuses.

Adding files after the mapping exists

Once a company has a mapping, add next month's exports, or any other file, from the Books menu or, once the company has a report, from the Files tab on its company page. Haruno for Windows has no Books menu and uses the Files tab. The files are copied and read the same way, and the next close reads them. A company whose books come from QuickBooks gets its next months from Sync instead (see QuickBooks and a company's books).

1. Open Portfolio (⌘1) and click the company.
2. Choose Books ▸ Import Exports… (it appears only while a company's page is open).
3. In the Upload company files window, select the files and choose Add files. The window takes files, not folders.
4. Read the Data added sheet, then choose Done.

   It shows what Haruno made of each new file: check the company name, the period and Accrual basis on each row. Once the company has a report, its Files tab lists the files, and a new file can still be removed from there.

To see which files a company holds, use the Files tab on its company page, or choose Books ▸ Reveal Books Folder in Finder and open the company's exports folder. Look only: the folder also holds the ledger and the mappings, and deleting a file there does not take its figures out of the ledger.

What happens to the new files

• Adding a file posts nothing. The ledger changes only when you close.
• Every close reads every file in the company. The files the mapping names are posted; any other file is left out, and the close's result names it as left where it is.
• Adding a file never changes the mapping. Next month's Balance Sheet and Profit and Loss need no change, but a kind of file the mapping has no section for, such as a budget added after approval, is left out of every close. The import result says Copied · Not in the mapping when that is the case.

The close's pre-flight lists the files added since the last close. New accounts, and bringing a new kind of file into the mapping, are covered in Changing the mapping. If a new export changes a figure in a month that is already closed, the close will not change it silently: Correct… on the close result offers to record the difference in a later month or to reopen the month with a reason (see Reopening a month).

When a file with the same name is already there

QuickBooks usually gives every export of a report the same file name. Haruno never replaces a file: the new copy is saved beside the old one as Profit and Loss 2.xlsx, then 3, and the import result says Saved as Profit and Loss 2.xlsx, beside the earlier file. The close reads it after that one, so its figures count. That second sentence is said only of a copy Haruno read and the mapping reads; a copy it could not read, did not recognize or has not analysed yet says only that it was saved beside the earlier file, and its label says the rest. Overwriting would silently change what an earlier close read, so both files stay and every close reads both, the copy after the original. If the company's mapping does not read the file, its row reads Copied · Not in the mapping and its line says the next close leaves it out.

Between exports of one statement, Haruno goes by when QuickBooks ran them: it reads the run time printed in each footer (the day, the time and the time zone), and for a month both hold, the figures of the export run last count, whatever the files are called. That needs a run time on every export of that statement. Otherwise, and for every other file, Haruno reads a copy after the file it copies (Profit and Loss 10.xlsx after Profit and Loss 9.xlsx), so for a month both hold the copy's figures count, and files with unrelated names are read in name order. Export only the months that are new since the last close (see Each month). A numbered copy of a CSV the mapping reads is read too, but a CSV under any other name is left out of every close (see Billing and CRM exports after setup). To correct a month you have already closed, see Once the mapping is approved and Restatements.

Removing a file

You can remove a file wherever the app lists the company's files: on the setup page before a mapping is drafted, after you discard an unapproved draft, or when it says Not ready to close yet; and on the Files tab of the company page once the company has a report. Before the first close, every file can go. After a close, a file can go only if no close has read it: one that arrived since the last close, one the mapping leaves out, one Haruno could not read, or one it refused, such as a Balance Sheet run before its month ended. A file a close has read stays: its figures are in the months already reported. Haruno moves its copy to the Trash, where you can put it back until you empty it; your original file is not touched. Haruno for Windows asks you to confirm and removes its copy; there is no Trash to put it back from.

1. On the setup page or the company's Files tab, find the file under Company files.
2. Control-click the row and choose Remove from Company, or click the file's trash button.
3. In the confirmation, choose Move to Trash.

The trash button is unavailable while files are being copied in or while a draft is reading them. If macOS refuses, the alert Couldn't remove “<file>” gives its reason. A file the close could not read has Remove from Company on its result row too.

If you have drafted but not approved the mapping

The setup page lists no files while a draft waits for approval. A draft nobody has approved, in a company with no closed month, can be discarded, which brings the list back.

1. On the company's setup page, choose Discard this draft, then Discard draft.

   The confirmation warns: The mapping and any answers recorded in it are deleted and cannot be brought back. The company's files are kept.

2. Remove the file and add any replacement.
3. Choose Draft the mapping to draft again.

Once the mapping is approved or a month is closed

Approval alone does not stop you removing a file, but the setup page lists no files once the mapping is approved and can close, and after a close only a file no close has read can go. A company that has no report yet, whose mapping is approved and whose only problem is a file Haruno cannot read has no Remove control yet: the pre-flight names the file, but the company's page lists no files. Write to support with the company and the file name. What to do depends on the file: