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How to Import Invoices into QuickBooks Online (UK, AU, CA, IN, FR & Other Regions)?

You can import Invoices from Excel spreadsheets or text files directly into QuickBooks Online using the SaasAnt Transactions (Online) application.


Pre Requisites:

Connect your QuickBooks Online to SaasAnt Transactions (Online) App from QuickBooks AppStore by clicking the "Get App Now" buttonYou can get a free trial of the product in the QuickBooks AppStore.


Steps to Import Invoices into QuickBooks Online


To import invoices into QuickBooks Online 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 which has the invoice that you want to import.


Step 2: Select the QuickBooks entity as an Invoice.


Step 3: Set up the mapping of the columns in your invoice import file to the corresponding fields in QuickBooks (Refer below Section).


Step 4: Click Import and your invoice 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 of the import. Some key steps below:

  • You need to map your file headers to "SaasAnt Transactions (Online)" fields. This mapping will enable us to import your transactions properly in to QuickBooks company.
  • In the mapping screen, we have the "Preview Mapping" button which can help 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 support@saasant.com.


Import Invoices into QuickBooks Online

SaasAnt Transactions (Online) Fields


Field NameFormatDescription
Invoice No
21 Characters
Reference number for the transaction. By default, this value is used only for internal processing by SaasAnt Transactions (Online), and QuickBooks auto-generates a new value. This can be changed in the import settings.
CustomerCharactersName of the customer.
Invoice DateDateDate of the transaction.
Due Date
Date
Date when the payment of the transaction is due. If the date is not provided, the number of days specified in SalesTermRef added with the transaction date will be used.
Shipping DateDateDate for delivery of goods or services.
Ship Via30 CharactersReference to the ShipMethod associated with the transaction.
Tracking No30 CharactersShipping provider's tracking number for the delivery of the goods associated with the transaction.
TermsCharacters
Billing Address Line 1CharactersFirst line of the billing address.
Billing Address Line 2CharactersSecond line of the billing address.
Billing Address Line 3CharactersThird line of the billing address.
Billing Address CityCharactersCity name of the billing address.
Billing Address Postal CodeCharactersZip code of the billing address.
Billing Address CountryCharactersCountry name of the billing address.
Billing Address  Country Subdivision CodeCharactersRegion within a country. For example, state name for USA, province name for Canada.
Shipping Address Line 1CharactersFirst line of the shipping address.
Shipping Address Line 2CharactersSecond line of the shipping address.
Shipping Address Line 3CharactersThird line of the shipping address.
Shipping Address CityCharactersCity name of the shipping address.
Shipping Address Postal CodeCharactersZip code of the shipping address.
Shipping Address CountryCharactersCountry name of the shipping address.
Shipping Address  Country Subdivision CodeCharactersRegion within a country. For example, state name for USA, province name for Canada.
MemoCharactersOrganization-private note about the transaction. By default, this note will not appear on the transaction records.
Message displayed on invoiceCharactersUser-entered message to the customer; this message is visible to end user on their transactions.
EmailCharactersEmail address. The address format must follow the RFC 822 standard.
Email CCCharactersCC Email address. The address format must follow the RFC 822 standard.
Email BCCCharactersBCC Email address. The address format must follow the RFC 822 standard.
Print StatusbooleanThe print status. TRUE / FALSE, T/F
Email StatusbooleanThe email status. TRUE / FALSE, T/F
Global Tax CalculationCharactersMethod in which tax is applied.
  • TaxExcluded
  • TaxInclusive
  • NotApplicable
ShippingDecimalThe shipping amount for this transaction.
Shipping Tax CodeCharactersThe TaxCode associated with shipping charges.
Discount Amount
Decimal
The discount amount. You may either enter a discount percent or a discount amount. If the percent is specified, it will override the amount.
Discount Percent
Decimal
Percentage by which the amount due is reduced, from 0% to 100%. To enter a discount of 8.5% use 8.5, not 0.085. You may either enter a discount percent or a discount amount. If the percent is specified, it will override the amount.
Discount AccountCharacters
Service DateDateDate when the service is performed.
Product/ServiceCharactersProduct Name or SKU.
Product/Service Description4000 CharactersProduct Description.
Product/Service QuantityDecimalNumber of items for the line.
Product/Service RateDecimal
Product/Service AmountDecimal
Product/Service Tax CodeCharactersThe Tax Code associated with this line. GST/ VAT
Product/Service Tax AmountDecimalThe direct calculated tax amount for a product line . Applicable only for Tax calculated Transactions. This value will be ignored for Tax Inclusive Transactions.
Product/Service ClassCharactersThe Class name associated with this line.
DepositDecimalThe deposit made towards this invoice.
LocationCharactersDepartment or Location name.
Custom Field Value (1)31 CharactersValue of the custom field.
Custom Field Value (2)31 CharactersValue of the custom field.
Custom Field Value (3)31 CharactersValue of the custom field.
Currency CodeCharactersReference to the Currency in which all amounts on the associated transaction are expressed  E.g. USD.
Exchange Rate
Decimal
Default is 1, applicable if multi-currency is enabled for the company.
The number of home currency units it takes to equal one unit of currency specified by Currency Code field.


FAQ's


Most of us would have some questions while moving data to your QuickBooks Online. Some of them for your reference below:

  •  Will your application support 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 couple of settings while importing. More Info...

  • I want to get an email for each upload. Is it possible?

Yes. It is. You need to enable couple of settings while importing. More Info...

  • Does your app support taxes?

Yes. It does. Tax model.

  • 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 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 requirement. More Info...

  • Do you have any sample templates?

Yes. We do have. Sample template for Imports.

  • What are the file types supported by your application?

txt, csv, xls, xlsx files


Possible Failures & Troubleshooting Tips


Image result for errorThe currency of the transaction is invalid for customer/vendor/account.

The given Currency is different than the default currency of the Customer. Please refer the Customer's Currency in QuickBooks & update the same currency in Currency Field.


Image result for errorDuplicate Document Number Error : You must specify a different number. This number has already been used.

There is an another invoice has the same reference number. Please use the another reference number. 

You have disabled "Assign the Estimate / Invoice / Journal Entry / Sales Receipt Numbers automatically" in Import Settings. By enabling this feature, QuickBooks  will automatically assign numbers for the transaction. If you need Duplicate Invoice Number, you need to enable "Import Duplicate Reference No" in Import Settings.


Image result for errorAmount is not equal to UnitPrice * Qty Supplied value.

The given Quantity & Rate is not equal to given Amount. Please verify those fields.


Image result for errorNo matching reference found for this account.

Please provide valid account name in "Discount Account" field.


Image result for errorYou can’t set both an amount and a discount percentage if the amount is not the sum of the discount percentage and the subtotal.

You have given the Discount in Percentage & Real Value. Please use one of the value.


Image result for errorEmail Address does not conform to the syntax rules of RFC 822.

Kindly verify the given email address format. It should be in xxxx@xx.xx format.


Image result for errorAmount is missing in the request.

The Line Item amount is missing for the particular line item.


Image result for errorOne or more transaction lines do not have a tax code associated with it. Please assign a tax code for those line.

You have mentioned "Global Tax Calculation" as Tax Included or Tax Excluded, but the Tax code is missing for the line items. Please change the "Global Tax Calculation" as "Not Applicable" or provide valid Tax Code for each line items.


Image result for errorPlease check in QuickBooks  company settings if the appropriate preferences are enabled for the successful upload of current data set. E.g. Shipping, Multi-Currency, etc.

If you have provided Shipping Address or Currency, then please make sure you have enabled Shipping & Multi-Currency feature in QuickBooks Online.

Sometimes if the Product or Service does not have valid sales account in QuickBooks, you will get this error.


Image result for errorNo matching reference found for this customer.

There is no match found for given Customer Name.  

Please enable "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.


Image result for errorTransaction amount(Sum of line amounts) must be 0 or greater.

Please provide the valid amounts (Non Negative) in Line Item Amount Field.


Image result for errorThe discount amount must be non-negative.

Please provide the valid amounts (Non Negative) in Discount Amount Field.




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