You can import Expenses 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" button. You can get a free trial of the product in the QuickBooks AppStore.
Steps to Import Expenses into QuickBooks Online
To import expenses 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 expense that 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 below Section).
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 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 [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 transaction.
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. |
| Global Tax Calculation | Characters | The method in which tax is applied.
|
| Expense Account Or Category Account | Characters | Reference to the Expense Account Name associated with the billing. |
| Expense Description Or Category Description | 4000 Characters | Free form text description of the Expense. |
| Expense Line Amount Or Category Line Amount | Decimal | The amount of the line item. |
| Expense Billable Status Or Category Billable Status | Boolean | The billable status of the expense. TRUE if Billable, FALSE If Not Billable. |
| Expense Markup Percent Or Category Markup Percent | Decimal | The Markup value in Percentage for the expense. |
| Expense Customer Or Category Customer | Characters | Reference to the Customer associated with the expense. |
| Expense Class Or Category Class | Characters | Reference to the Class for the Expense. |
| Expense Tax Code Or Category Tax Code | Characters | Reference to the Purchase Tax Code |
| Expense Account Tax Amount or Category Tax Amount | Decimal | The calculated tax amount for an Expense line . Applicable only for Tax calculated Transactions. This value will be ignored for Tax Inclusive Transactions. |
| Line Item or Product/Service | Characters | Reference to the Item. |
| Line Item Description or Product/Service | 4000 Characters | Description of the Item. It will be populated from Item description entered in QuickBooks Online. |
| Line Item Quantity or Product/Service Quantity | Decimal | The Quantity of the Item. |
| Line Item Rate or Product/Service Rate | Decimal | The Unit Price of the Item. |
| Line Item Amount or Product/Service Amount | Decimal | The Total Amount of the Item. Not required if Line Item Quantity & Line Item Rate is present. |
| Line Item Billable Status or Product/Service Billable Status | Boolean | The billable status of the Item. TRUE if Billable, FALSE If Not Billable. |
| Line Item Tax Code or Product/Service Tax Code | Characters | The purchase tax code for the line Item. |
| Line Item Tax Amount or Product/Service Tax Amount | Decimal | The calculated tax amount for a product line . Applicable only for Tax calculated Transactions. This value will be ignored for Tax Inclusive Transactions. |
| Line Item Markup Percent or Product/Service Markup Percent | Decimal | The Markup value in Percentage for the Item. |
| Line Item Customer or Billable Customer:Product/Service | Characters | The Customer name for the Item. |
| Line Item Class or Product/Service 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. |
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 Expenses 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 protected]
Possible Failures & Troubleshooting Tips
The given Currency is different than the default currency of the vendor. Please refer 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.
Please provide at least one Item Line details or Expense Account Line Details to process.
Please provide the valid (Non Negative) amounts in Line Item Amount and Expense Amount.
Please provide 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.
There is an another Expense has the same reference number. Please use the 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.
Please provide one of the below values
- TaxInclusive
- TaxExcluded
- NotApplicable
You have mentioned "Global Tax Calculation" as TaxIncluded or Tax Excluded ,but the Tax code is missing for the line items. Please change the "Global Tax Calculation" as "NotApplicable" or provide valid Tax Code for each line items.
Please provide valid Expense account name in "Account" field.
Please provide valid Expense account name in "Account" field.
The Line Item amount is missing for the particular line item.
The Line Item amount is missing for the particular line item.
If you have provided Shipping Address or Currency, then please make sure you have enabled "Shipping & Multi-Currency" feature in QuickBooks Online.
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).
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.
There is no match found for given Vendor Name.
Please enable "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.
Please assign the Expense Account for Product / Service "XXXXX" in your QuickBooks Online.
Please enable the below features in your QuickBooks Online.
- Track expenses and items by customer
- Make expenses and items billable
Please find the Expenses template attached here for your reference: