How to Import Bills into QuickBooks Online (U.S)?
January 1, 2025
Import Bills into QuickBooks Online
You can import bills from text files or Excel spreadsheets directly into QuickBooks Online using SaasAnt Transactions (Online) software.
Pre Requisites:
Connect your QuickBooks Online account to SaasAnt Transactions (Online) App from QuickBooks AppStore by clicking the "Get App Now" button and get the 30 days free trial [No credit card required].
Steps to Import Bills into QuickBooks Online
To import bulk/batch bills 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 with the bills you want to import.
Step 2: Select the QuickBooks entity as Bills.
Step 3: Set up the mapping of the columns in your bills import file to the corresponding fields in QuickBooks (Refer to section below).
Step 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 the QuickBooks field in Step 3. Some key steps below:
You must map your file headers to "SaasAnt Transactions (Online)" fields. This mapping will enable us to import your transactions correctly into 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.
How to Import Bills into QuickBooks Online using (New User Interface 2.0)
1) Login into SaasAnt Transaction Online
2) Select the New Import Tab
3) Select the QuickBooks entity as "Bills"
4) Select the files you want to upload
5) Set up the Mapping of the columns in your Bills.
6) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks
7) Select the Upload Tab
8) The data was imported successfully into Quickbooks.
SaasAnt Transactions (Online) 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 | The first line of the address. |
Mailing Address Line 2 | 500 Characters | The second line of the address. |
Mailing Address Line 3 | 500 Characters | The 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 | The region within a country. |
Memo | 4000 Characters | The Note about the Bill Transaction. |
Category Account | Characters | Reference to the Expense Account Name associated with the billing. |
Category Description | 4000 Characters | Free form text description of the Expense. |
Category Line Amount | Decimal | The amount of the line item. |
Category Billable Status | Boolean | The billable status of the expense. |
Category Markup Percent | Decimal | The Markup value in Percentage for the expense. |
Category Customer | Characters | Reference to the Customer associated with the expense. |
Category Class | Characters | Reference to the Class for the Expense. |
Category Taxable | Boolean | Apply the tax if it is TRUE. |
Line Item | Characters | Reference to the Item. |
Line Item Description | 4000 Characters | Description of the Item. It will be populated from the Item description entered in QuickBooks Online. |
Line Item Quantity | Decimal | The quantity of the Item. |
Line Item Rate | Decimal | The unit price of the Item. |
Line Item Amount | Decimal | The Total Amount of the Item. Not required if the 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 | Boolean | The billable status of the Item. |
Line Item Taxable | Boolean | Apply the tax if it is TRUE. |
Line Item Markup Percent | Decimal | The Markup value in Percentage for the Item. |
Line Item Customer | Characters | The Customer name for the Item. |
Line Item 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
The currency of the transaction is invalid for customer/vendor/account
The given Currency is different than the default currency of the vendor. Please refer to the Vendor's Currency in QuickBooks & update the same currency in the Currency Field.
It is possible that the Multi-Currency feature in QuickBooks could be disabled. Please enable the feature.
Required parameter(s) missing:Line
Please provide at least one Item Line details or Expense Account Line Details to process.
Transaction amount (Sum of line amounts) must be 0 or greater
Please provide the valid (Non Negative) amounts in Line Item Amount and Expense Amount.
No matching Product/Service found (or) could be created for the provided details.
Please provide a valid name in the Product Field. You might have disabled Import Settings's "Auto Create List Entities" Feature. By enabling this feature, QuickBooks will automatically create the product for the transaction.
Duplicate Document Number Error: You must specify a different number. This number has already been used.
There is another Expense that has the same reference number. Please use 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.
No matching reference found for this account
Please provide a valid Expense account name in the "Account" field.
Invalid account type: You need to select a different type of account for this transaction.
Please provide a valid Expense account name in the "Account" field.
The amount is missing in the request.
The Line Item amount is missing for the particular line item.
The required parameter Line Amount is missing in the request.
The Line Item amount is missing for the particular line item.
Please check in QuickBooks company settings if the appropriate preferences are enabled to upload the current data set successfully. E.g: Shipping, Multi-Currency, etc.
If you have provided a Shipping Address or Currency, please enable the "Shipping & Multi-Currency" feature in QuickBooks Online.
The requested 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)
No matching reference found for this customer.
There is no match found for the given Customer Name.
Please enable the "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
No matching vendor found (or) could be created for the provided details.
There is no match found for the given Vendor Name.
Please enable the "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.
Business 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.
Business 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