You can import Estimates 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.

  1. Select your file and spreadsheet which has the estimates that you want to import
  2. Select the QBO entity as Estimate
  3. Set up the mapping of the columns in your estimates import file to the corresponding fields in QuickBooks (Refer below Section)
  4. Click Import and your estimates 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 support@saasant.com.



Excel Transactions Fields


Field Name
Format
Description
Estimate 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.
Estimate Date
Date
Date of the transaction
Expiration Date

Date

Date by which estimate must be accepted before invalidation.
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.
Estimate Status

Characters

Status of the estimate.
Accepted, Closed, Pending, Rejected

Accepted By

Characters

Name of customer who accepted the estimate. Valid only if Estimate Status is "Accepted".
Accepted Date

Date
Date estimate was accepted. Valid only if Estimate Status is "Accepted".
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.
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.
  • TaxExcluded
  • TaxInclusive
  • NotApplicable
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.
Discount Account
Characters

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 Rate
Decimal

Product/Service Amount
Decimal

Product/Service Tax Code
Characters
The Tax Code associated with this line. GST/ VAT
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.
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.


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 Estimates 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 Estimates. 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 QBO & 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, 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.


Image result for errorAmount is not equal to Unit Price * 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 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.


Image result for errorPlease 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.


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.