> ## Documentation Index > Fetch the complete documentation index at: https://support.stuut.ai/llms.txt > Use this file to discover all available pages before exploring further. # Data Contract > Data extracts for a Stuut file sync integration. This document describes the data extracts for a Stuut file sync integration. These files provide Stuut the records needed to support collections workflows. You may provide these extracts as CSV or Excel files. During onboarding, Stuut will map your source columns into Stuut's standard data model. ## File list 1. Customers 2. Contacts 3. Invoices 4. Invoice PDFs 5. Payments 6. Payment Allocations 7. Credit Memos 8. Credit Memo Allocations 9. Credit Memo PDFs 10. GL Accounts (Chart of Accounts) 11. Disputes ## Customers File name: `YYYYMMDD_customers.csv` Your customer master list. Include all active customers, plus any customers deactivated since the last file. | Column Name | Type | Description | | -------------------------- | -------- | --------------------------------------------------------------------- | | `customer_id` | id | Unique identifier for this customer. Must be stable and never reused. | | `account_number` | string | Customer account number as it appears in your system. | | `company_name` | string | Primary company name. | | `billing_address_line1` | string | Street address for billing. | | `billing_address_line2` | string | Suite, unit, floor, etc. | | `billing_city` | string | City. | | `billing_state` | string | State or province. | | `billing_postal_code` | string | ZIP or postal code. | | `billing_country` | string | Two-letter country code (e.g., US, CA, GB). | | `remittance_address_line1` | string | Remittance address, if different from billing. | | `remittance_address_line2` | string | | | `remittance_city` | string | | | `remittance_state` | string | | | `remittance_postal_code` | string | | | `remittance_country` | string | | | `currency` | currency | Default currency for this customer (e.g., USD). | | `payment_terms` | string | Default payment terms (e.g., Net 30, Net 60, 2/10 Net 30). | | `credit_limit` | decimal | Maximum credit extended to this customer. | | `tax_id` | string | Tax identification number (EIN, VAT, ABN, etc.). | | `collector_email` | string | Email address of collector for this account. | | `is_active` | boolean | Y if active, N if deactivated/closed. | | `timezone` | string | Timezone to call this customer in. | | `customer_segmentation` | string | Segmentation into different dunning strategies. | | `parent_id` | string | customer\_id of parent if parent/child relationship. | ## Contacts File name: `YYYYMMDD_contacts.csv` Contacts associated with your customers. These are the people Stuut may communicate with regarding invoices, payments, and disputes. | Column Name | Type | Description | | ------------- | ------- | ------------------------------------------------------------------------------- | | `contact_id` | id | Unique identifier for this contact. | | `customer_id` | id | Must match a customer\_id in the Customers file. | | `first_name` | string | Contact's first name. | | `last_name` | string | Contact's last name. | | `email` | string | Email address. | | `phone` | string | Phone number. | | `job_title` | string | Job title (e.g., "AP Manager", "Controller"). | | `role` | enum | One of: AP Clerk, AP Manager, Controller, Buyer, Procurement, Executive, Other. | | `is_primary` | boolean | Y if primary contact. Exactly one per customer should be primary. | | `is_active` | boolean | Y if active, N if should no longer be contacted. | ## Invoices File name: `YYYYMMDD_invoices.csv` All open invoices, plus any invoices paid, voided, or otherwise closed in the last 7 days. Each row is one line item. An invoice with 5 line items appears as 5 rows sharing the same invoice-level fields. | Column Name | Type | Description | | ------------------------ | -------- | ---------------------------------------------------------------------- | | `invoice_remote_id` | id | Remote ID or unique identifier for the invoice. | | `invoice_number` | string | Invoice number the customer sees. | | `customer_id` | id | Must match a customer\_id in the Customers file. | | `issue_date` | date | Date the invoice was issued. | | `due_date` | date | Date payment is due. Critical — drives aging and collection workflows. | | `paid_date` | date | Date fully paid. Blank if unpaid. | | `total_amount` | decimal | Total invoice amount including tax. | | `subtotal` | decimal | Amount before tax. | | `tax_amount` | decimal | Total tax on the invoice. | | `amount_paid` | decimal | Total amount paid to date. | | `open_balance` | decimal | Current remaining balance (total\_amount - amount\_paid). | | `currency` | currency | Currency code (e.g., USD). | | `status` | enum | One of: Open, Paid, Partially Paid, Void, In Dispute. | | `payment_terms` | string | Terms on this invoice if different from customer default. | | `po_number` | string | Purchase order number. Important for PO-based customers. | | `order_number` | string | Sales order or contract reference number. | | `ship_date` | date | Date goods were shipped. | | `delivery_date` | date | Date goods were delivered. | | `billing_address_line1` | string | Invoice-level billing address (if different from customer master). | | `billing_address_line2` | string | | | `billing_city` | string | | | `billing_state` | string | | | `billing_postal_code` | string | | | `billing_country` | string | | | `shipping_address_line1` | string | Ship-to address. | | `shipping_address_line2` | string | | | `shipping_city` | string | | | `shipping_state` | string | | | `shipping_postal_code` | string | | | `shipping_country` | string | | | `gl_account_id` | string | AR GL account. Must match account\_id in GL Accounts file. | | `memo` | string | Any notes or memo text on the invoice. | Line-Item Fields (unique per row within the same invoice): | Column Name | Type | Description | | ---------------------- | ------- | ------------------------------------------------------------ | | `line_number` | integer | Line sequence number (1, 2, 3...). Unique within an invoice. | | `line_description` | string | Description of the item or service. | | `item_code` | string | Product code, SKU, or item ID. | | `quantity` | decimal | Quantity of units. | | `unit_price` | decimal | Price per unit. | | `line_total` | decimal | Extended amount (quantity x unit\_price). | | `line_tax_amount` | decimal | Tax amount for this line item. | | `line_discount_amount` | decimal | Discount applied to this line. | | `line_gl_account_id` | string | GL account for this line, if posting at line level. | ## Invoice PDFs PDF copies of all invoices. Each file should be named using the invoice\_remote\_id: `{invoice_remote_id}.pdf` and be placed in folder `pdfs`. ## Payments File name: `YYYYMMDD_payments.csv` All payments received in the last 30 days. Each row is one payment. | Column Name | Type | Description | | ---------------------- | -------- | ----------------------------------------------------------------------- | | `payment_id` | id | Unique identifier for this payment. | | `customer_id` | id | Must match a customer\_id in the Customers file. | | `payment_date` | date | Date the payment was received or initiated. | | `posting_date` | date | Date posted in accounting system. Defaults to payment\_date if omitted. | | `amount` | decimal | Total payment amount. | | `currency` | currency | Currency code. | | `payment_method` | enum | One of: ACH, Wire, Check, Credit Card, EFT, Cash, Portal, Other. | | `reference_number` | string | Check number, wire reference, transaction ID, etc. | | `payer_name` | string | Payer name as on the transaction. Often differs from customer name. | | `unapplied_amount` | decimal | Portion not applied to any invoice. | | `status` | enum | One of: Applied, Partially Applied, Unapplied, Reversed, Returned. | | `remittance_reference` | string | Reference from remittance advice, if separate from payment. | | `gl_account_id` | string | Cash/bank GL account for this deposit. | | `description` | string | Any notes or memo on the payment. | ## Payment Allocations File name: `YYYYMMDD_payment_allocations.csv` How each payment is applied to invoices. Each row links one payment to one invoice. A single payment may have multiple rows if it covers multiple invoices. | Column Name | Type | Description | | ----------------- | ------- | -------------------------------------------------------------- | | `payment_id` | id | Must match a payment\_id in the Payments file. | | `invoice_number` | id | Must match an invoice\_number in the Invoices file. | | `amount_applied` | decimal | Amount from this payment applied to this invoice. | | `allocation_date` | date | Date recorded. Defaults to payment's posting\_date if omitted. | ## Credit Memos File name: `YYYYMMDD_credit_memos.csv` All open credit memos plus any applied or voided in the last 30 days. | Column Name | Type | Description | | ---------------------------- | -------- | ------------------------------------------------------------------------------------- | | `credit_memo_remote_id` | id | Unique ID of the credit memo. MUST be unique. | | `credit_memo_number` | string | Credit memo number the customer sees. | | `customer_id` | id | Must match a customer\_id in the Customers file. | | `issue_date` | date | Date the credit memo was issued. | | `effective_date` | date | Date credit takes effect, if different from issue date. | | `amount` | decimal | Net credit memo amount (positive number). | | `tax_amount` | decimal | Tax portion of the credit memo. | | `currency` | currency | Currency code. | | `status` | enum | One of: Open, Applied, Partially Applied, Void. | | `reason_code` | string | Code for why credit was issued (e.g., PRICING, SHORTAGE, QUALITY, DUPLICATE, RETURN). | | `reason_description` | string | Human-readable description of the reason. | | `originating_invoice_number` | string | Invoice this credit was issued against, if applicable. | | `gl_account_id` | string | GL account this credit was posted to. | | `memo` | string | Any notes. | ## Credit Memo Allocations File name: `YYYYMMDD_credit_memo_allocations.csv` How each credit memo has been applied to invoices. Each row links one credit memo to one invoice. | Column Name | Type | Description | | -------------------- | ------- | ----------------------------------------------------------- | | `credit_memo_number` | id | Must match a credit\_memo\_number in the Credit Memos file. | | `invoice_number` | id | The invoice this credit was applied against. | | `amount_applied` | decimal | Amount of credit applied to this invoice. | | `allocation_date` | date | Date the credit was applied. | ## Credit Memo PDFs PDF copies of all credit memos. Each file should be named using the credit\_memo\_remote\_id: `{credit_memo_remote_id}.pdf` and be placed in folder `pdfs`. ## GL Accounts (Chart of Accounts) File name: `YYYYMMDD_gl_accounts.csv` Full chart of accounts. Allows categorization of transactions by ledger account. Send weekly (Mondays). | Column Name | Type | Description | | ------------------- | -------- | --------------------------------------------------------------------------- | | `account_id` | id | Unique GL account identifier. Referenced by gl\_account\_id in other files. | | `account_number` | string | Account number as displayed (e.g., 1200, 4000-10). | | `account_name` | string | Account name (e.g., "Accounts Receivable", "Cash - Operating"). | | `classification` | enum | One of: Asset, Liability, Equity, Revenue, Expense, Other. | | `account_type` | string | Sub-classification (e.g., "Current Asset", "Long Term Liability"). | | `currency` | currency | Currency of the account. | | `is_active` | boolean | Y if active. | | `parent_account_id` | string | Parent account\_id if hierarchical. | | `description` | string | Description of the account's purpose. | ## Disputes File name: `YYYYMMDD_disputes.csv` Only required if you track disputes in your ERP and want them synced. All open disputes plus any resolved in the last 30 days. | Column Name | Type | Description | | ---------------------------- | -------- | ---------------------------------------------------------------------------------------------------- | | `dispute_id` | id | Unique dispute identifier. | | `customer_id` | id | Must match a customer\_id in the Customers file. | | `invoice_number` | string | Invoice(s) being disputed. If multiple, separate with semicolons (;). | | `disputed_amount` | decimal | Total amount in dispute. | | `currency` | currency | Currency code. | | `dispute_type` | enum | One of: Pricing, Freight, Quality, Quantity/Shortage, Duplicate Billing, Unauthorized Charge, Other. | | `reason_code` | string | Your internal reason code. | | `reason_description` | string | Human-readable description. | | `open_date` | date | Date the dispute was opened. | | `resolution_date` | date | Date resolved. Blank if still open. | | `status` | enum | One of: Open, Investigating, Pending Customer Response, Resolved, Escalated. | | `resolution_type` | enum | One of: Full Credit, Partial Credit, Denied, Written Off, Customer Concession. Required if Resolved. | | `assigned_to` | string | Person handling the dispute on your side. | | `contact_name` | string | Customer contact who raised the dispute. | | `contact_email` | string | Email of customer contact. | | `source` | enum | One of: Email, Phone, Portal, Deduction on Payment, Other. | | `related_credit_memo_number` | string | Credit memo number if resolved via credit. | | `related_deduction_id` | string | Deduction/payment reference if from short-pay. | | `description` | string | Free-text description. |