You can import bills 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 bills that you want to import
  2. Select the QBO entity as Bills
  3. Set up the mapping of the columns in your bills import file to the corresponding fields in QuickBooks (Refer below Section)
  4. Click Import and your bills 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
Bill No
21 Characters
Reference number for the transaction.
Vendor
Characters
Name of the vendor for this transaction.
Bill Date
Date
The date entered by the user when this transaction occurred.
Due Date
Date
Date when the payment of the transaction is due.
Terms
4000 Characters
Reference to the terms for the Bill.
Mailing Address Line 1
500 Characters
First line of the address.
Mailing Address Line 2
500 Characters
Second line of the address.
Mailing Address Line 3
500 Characters
Third line of the address.
Mailing Address City
255 Characters
City name.
Mailing Address Postal Code
31 Characters
Postal code (zip code for USA and Canada).
Mailing Address Country
255 Characters
Country name.
Mailing Address State
255 Characters
Region within a country.
Memo
4000 Characters
The Note about the Bill Transaction.
Expense Account
Characters
Reference to the Expense Account Name associated with the billing.
Expense Description
4000 Characters
Free form text description of the Expense.
Expense Line Amount
Decimal
The amount of the line item.
Expense Billable Status
Boolean
The billable status of the expense.
TRUE if Billable, FALSE if Not Billable.

Expense Markup Percent
Decimal
The Markup value in Percentage for the expense.
Expense Customer
Characters
Reference to the Customer associated with the expense.
Expense Class
Characters
Reference to the Class for the Expense.
Expense Taxable
Boolean
Apply the tax if it is TRUE.
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 are present.
Product/Service Expense Account
Characters
Expense Account Name or Number used in automatic product creation.

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 Taxable
or
Product/Service Taxable

Boolean
Apply the tax if it is TRUE.
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.



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 vendor. Please refer the Vendor's Currency in QBO & update the same currency in Currency Field. 

It is possible that Multi-Currency feature in QBO could be disabled. Please enable the feature.


Image result for errorRequired parameter(s) missing:Line

Please provide at least one Item Line details or Expense Account Line Details to process.


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

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


Image result for errorNo matching Product/Service found (or) could be created for the provided details

Please provide valid name in Product Field. You might have disabled "Auto Create List Entities" Feature in Import Settings. By enabling this feature, QBO will automatically create the product for the transaction.


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

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, QBO will automatically assign numbers for the transaction.


Image result for errorNo matching reference found for this account

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


Image result for errorInvalid account type: You need to select a different type of account for this transaction.

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


Image result for errorAmount is missing in the request.

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


Image result for errorRequired parameter Line Amount is missing in the request.

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


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.


Image result for errorRequested entity/feature (Billable Expense) is not supported by QuickBooks per your subscription.

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)


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 errorNo matching vendor found (or) could be created for the provided details.

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 QBO.


Image result for errorBusiness Validation Error: There is no account 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.


Image result for errorBusiness Validation Error: You must select a customer for each split line that is billable.

Please enable the below features in your QuickBooks Online.

  • Track expenses and items by customer
  • Make expenses and items billable