You can import Invoices from text files or Excel spreadsheets directly into QuickBooks Online using Excel Transactions software.
Connect your QuickBooks Online to Excel Transactions App from QBO AppStore by clicking the "Get App Now" button.
You can get the free trial of the product in the QBO AppStore.
Basic Import Steps
Click on "Upload File" Menu and upload your file.
- Select your file and spreadsheet which has the invoice that you want to import
- Select the QBO entity as Invoice
- Set up the mapping of the columns in your invoice import file to the corresponding fields in QuickBooks (Refer below Section)
- 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 QuickBooks field in Step 3 of the import. Some key steps below:
- You need to map your file headers to "Excel Transactions" 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 QBO 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 firstname.lastname@example.org.
Excel Transactions Fields
|Invoice No||21 Characters||Reference number for the transaction. By default, this value is used only for internal processing by Excel Transactions, and QBO auto-generates a new value. This can be changed in the import settings.|
|Customer||Characters||Name of the customer.|
|Invoice Date||Date||Date of the transaction.|
|Due Date||Date||Date when the payment of the transaction is due. If date is not provided, the number of days specified in SalesTermRef added with the transaction date will be used.|
|Shipping Date||Date||Date for delivery of goods or services.|
|Ship Via||30 Characters||Reference to the ShipMethod associated with the transaction.|
|Tracking No||30 Characters||Shipping provider's tracking number for the delivery of the goods associated with the transaction.|
|Billing Address Line 1||Characters||First line of the billing address.|
|Billing Address Line 2||Characters||Second line of the billing address.|
|Billing Address Line 3||Characters||Third line of the billing address.|
|Billing Address City||Characters||City name of the billing address.|
|Billing Address Postal Code||Characters||Zip code of the billing address.|
|Billing Address Country||Characters||Country name of the billing address.|
|Billing Address Country Subdivision Code||Characters||Region within a country. For example, state name for USA, province name for Canada.|
|Shipping Address Line 1||Characters||First line of the shipping address.|
|Shipping Address Line 2||Characters||Second line of the shipping address.|
|Shipping Address Line 3||Characters||Third line of the shipping address.|
|Shipping Address City||Characters||City name of the shipping address.|
|Shipping Address Postal Code||Characters||Zip code of the shipping address.|
|Shipping Address Country||Characters||Country name of the shipping address.|
|Shipping Address Country Subdivision Code||Characters||Region within a country. For example, state name for USA, province name for Canada.|
|Memo||Characters||Organization-private note about the transaction. By default, this note will not appear on the transaction records.|
|Message displayed on invoice||Characters||User-entered message to the customer; this message is visible to end user on their transactions.|
|Email||Characters||Email address. The address format must follow the RFC 822 standard.|
|Email CC||Characters||CC Email address. The address format must follow the RFC 822 standard.|
|Email BCC||Characters||BCC Email address. The address format must follow the RFC 822 standard.|
|Print Status||boolean||The print status. TRUE / FALSE, T/F|
|Email Status||boolean||The email status. TRUE / FALSE, T/F|
|Global Tax Calculation||Characters||Method in which tax is applied.|
|Shipping||Decimal||The shipping amount for this transaction.|
|Shipping Tax Code||Characters||The 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.|
|Service Date||Date||Date when the service is performed.|
|Product/Service||Characters||Product Name or SKU.|
|Product/Service Description||4000 Characters||Product Description.|
|Product/Service Quantity||Decimal||Number of items for the line.|
|Product/Service Tax Code||Characters||The Tax Code associated with this line. GST/ VAT|
|Product/Service Tax Amount||Decimal||The 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 Class||Characters||The Class name associated with this line.|
|Deposit||Decimal||The deposit made towards this invoice.|
|Location||Characters||Department or Location name.|
|Custom Field Value (1)||31 Characters||Value of the custom field.|
|Custom Field Value (2)||31 Characters||Value of the custom field.|
|Custom Field Value (3)||31 Characters||Value of the custom field.|
|Currency Code||Characters||Reference 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.
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
- How do I report the issues if I stuck?
Feel free to drop an email to email@example.com
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 Customer. Please refer the Customer's Currency in QBO & update the same currency in Currency Field.
Duplicate 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, QBO will automatically assign numbers for the transaction. If you need Duplicate Invoice Number, you need to enable "Import Duplicate Reference No" in Import Settings.
Amount is not equal to UnitPrice * Qty Supplied value.
The given Quantity & Rate is not equal to given Amount. Please verify those fields.
No matching reference found for this account.
Please provide valid account name in "Discount Account" field.
You 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.
Email Address does not conform to the syntax rules of RFC 822.
Kindly verify the given email address format. It should be in firstname.lastname@example.org format.
Amount is missing in the request.
The Line Item amount is missing for the particular line item.
One 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.
Please check in QBO 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 QBO, you will get this error.
No 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.
Transaction amount(Sum of line amounts) must be 0 or greater.
Please provide the valid amounts (Non Negative) in Line Item Amount Field.
The discount amount must be non-negative.
Please provide the valid amounts (Non Negative) in Discount Amount Field.