How to Import Expenses into QuickBooks Online (U.S)?
January 2, 2025
Import Expenses into QuickBooks Online
You can import bulk expenses from text files or Excel spreadsheets directly into QuickBooks Online using the SaasAnt Transactions (Online) application.
Pre Requisites:
Connect your QuickBooks Online account to SaasAnt Transactions (Online) App from QuickBooks AppStore by clicking the "Get App Now" button and get the 30-day free trial [No credit card required].
Steps for Importing Expenses into QuickBooks Online:
To import expenses into QuickBooks Online in bulk using the SaasAnt Transactions (Online) application, follow the steps below
Click on the "Upload File" Menu and upload your file.
Step 1: Select your file and spreadsheet with the expense you want to import.
Step 2: Select the QuickBooks entity as an Expense.
Step 3: Set up the mapping of the columns in your expense import file to the corresponding fields in QuickBooks (Refer section below).
Step 4: Click Import, and your expenses will be directly added to your QuickBooks company.
The important step in the import is to map your file headers to the QuickBooks field in Step 3. Some key steps are below:
You must map your file headers to the "SaasAnt Transactions (Online)" fields. This mapping will enable us to import your expense transactions correctly into QuickBooks company.
In the mapping screen, we have the "Preview Mapping" button which helps you to visualize your current mappings as per the QuickBooks screen with your file headers.
Please refer basics of field mappings for more info. If you have any confusion or doubts, feel free to drop an email to [email protected].
How to Import Expenses into QuickBooks Online using (New User Interface 2.0)
1) Login into SaasAnt Transaction Online
2) Select the New Import Tab.
3) Select Let's import
4) Select Transaction, List, or Attachment to upload your file into QuickBooks.
5) Select the QuickBooks entity as "Expenses
6) Select the files you want to upload
7) Set up the Mapping of the columns in your Expenses
8) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks
9) Select the Upload Tab
10) The data is imported successfully into Quickbooks and select show result to view the transcation.
SaasAnt Transactions (Online) Fields:
Field Name | Format | Description |
|---|---|---|
Ref No | 21 Characters | Reference number for the transaction. |
Payee | Characters | Name of the vendor / Customer / Employee for this transaction. |
Account | Characters | Name of the Bank / Credit Card / Cash Account for this transaction. |
Payment Date | Date | The date entered by the user when this transaction occurred. |
Memo | 4000 Characters | The Note about the Bill Transaction. |
Category Account | Characters | Reference to the Expense Account Name associated with the billing. |
Category Description | 4000 Characters | Free form text description of the Expense. |
Category Line Amount | Decimal | The amount of the line item. |
Category Billable Status | Boolean | The billable status of the expense. |
Category Markup Percent | Decimal | The Markup value in Percentage for the expense. |
Category Customer | Characters | Reference to the Customer associated with the expense. |
Category Class | Characters | Reference to the Class for the Expense. |
Category Taxable | Boolean | Apply the tax if it is TRUE. |
Line Item | Characters | Reference to the Item. |
Line Item Description | 4000 Characters | Description of the Item. It will be populated from the Item description entered in QuickBooks Online. |
Line Item Quantity | Decimal | The quantity of the Item. |
Line Item Rate | Decimal | The Unit Price of the Item. |
Line Item Amount | Decimal | The Total Amount of the Item. Not required if the Line Item Quantity & Line Item Rate is present. |
Line Item Billable Status | Boolean | The billable status of the Item. |
Line Item Taxable | Boolean | Apply the Tax if it is TRUE. |
Line Item Markup Percent | Decimal | The Markup value in Percentage for the Item. |
Line Item Customer | Characters | The Customer name for the Item. |
Line Item Class | Characters | The Class name for the Item. |
Location | Characters | The location of the transaction. |
Currency Code | Characters | The Currency Code for this transaction. |
Exchange Rate | Decimal | The exchange rate of the given currency against the home currency. |
FAQs
Most of us would have questions while moving data to your QuickBooks Online. Some of them for your reference below:
I want to import Invoices with Invoice Numbers into QuickBooks from File. Is it supported?
Yes. It is supported. More Info...
Will SaasAnt Transactions (Online) support QuickBooks Multi-Line Transactions?
Yes. It will. More Info...
I made some mistakes in the mapping. Your application imported wrongly. So, my QuickBooks file got corrupted. Is there any way to undo or revert?
Sometimes, it happens due to the wrong mapping. It is possible to delete the entire transactions which went wrong. Our DELETE feature is the rescue. More Info...
I want to import Invoices using SKU's. Is it supported?
Yes. It is. You need to enable a couple of settings while importing. More Info...
I want to get an email for each Import. Is it possible?
Yes. It is. You need to enable a couple of settings while importing. More Info...
Are there any specific Import Settings?
Yes. We do have a couple of important settings for import. More Info...
Does SaasAnt Transactions (Online) support taxes?
Yes. It does. Tax model for U.S Companies.
I don't want to create products automatically for my invoices. I can't create products before each upload. Is it supported?
Yes. It is. You need to enable a couple of settings while importing. However. You can control this behavior. More Info...
My file has some specific date format. I don't want to change the file. Will your product support all date formats?
Yes. You can select the specific date format as per your requirements. More Info...
Do you have any sample templates?
Yes. We do have. Sample template for Imports.
What are the file types supported by SaasAnt Transactions (Online)?
SaasAnt Transactions (Online) supports txt, csv, xls, xlsx files.
How do I report the issues if I am stuck?
Feel free to drop an email to [email protected]
Possible Failures & Troubleshooting Tips
The currency of the transaction is invalid for customer/vendor/account.
The given Currency is different than the default currency of the vendor. Please refer to the Vendor's Currency in QuickBooks & update the same currency in Currency Field. It is possible that Multi Currency feature in QuickBooks could be disabled. Please enable the feature.
Required parameter(s) missing:Line
Please provide at least one Item Line details or Expense Account Line Details to process.
The transaction amount (Sum of line amounts) must be 0 or greater.
Please provide the valid (Non Negative) amounts in Line Item Amount and Expense Amount.
No matching Product/Service found (or) could be created for the provided details.
Please provide a valid name in Product Field. You might have disabled "Auto Create List Entities" Feature in Import Settings. By enabling this feature, QuickBooks will automatically create the product for the transaction.
Duplicate Document Number Error: You must specify a different number. This number has already been used.
There is another Expense that has the same reference number. Please use another reference number.
You have disabled "Assign Transaction Numbers from file" in Import Settings. By enabling this feature, QuickBooks will automatically assign numbers for the transaction.
No matching reference found for this account.
Please provide a valid Expense account name in the "Account" field.
Invalid account type: You need to select a different type of account for this transaction.
Please provide a valid Expense account name in the "Account" field.
The amount is missing in the request.
The Line Item amount is missing for the particular line item.
The required parameter Line Amount is missing in the request.
The Line Item amount is missing for the particular line item.
Please check in QuickBooks company settings to see if the appropriate preferences are enabled to successfully upload the current data set. E.g., Shipping, Multi-Currency, etc.
If you have provided a Shipping Address or Currency, please enable the "Shipping & Multi-Currency" feature in QuickBooks Online.
QuickBooks do not support the requested entity/feature (Billable Expense) per your subscription.
The billable Customer or Expense feature is not available for your QuickBooks Online Subscription. Please remove the values in Billable Fields (Expense Billable, Line Item Billable)
No matching reference found for this customer.
There is no match found for the given Customer Name.
Please enable the "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
No matching vendor found (or) could be created for the provided details.
There is no match found for the given Vendor Name.
Please enable the "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
If the currency field has some value, Please enable Multi Currency feature in QuickBooks.
Business Validation Error: No account is associated with the item "XXXXX". Is it marked for purchase, and has an account associated with it?
Please assign the Expense Account for Product / Service "XXXXX" in your QuickBooks Online.
Business Validation Error: You must select a customer for each billable split line.
Please enable the below features in your QuickBooks Online.
Track expenses and items by customer
Make expenses and items billable