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 which has the bills that 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 below Section).
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 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 Bills into QuickBooks Online using (New User Interface 2.0)
1) Login into SaasAnt Transaction Online
2) Select the New Import Menu
3) Select Let's import
4) Select Transaction, List, or Attachment to upload your file into QuickBooks.
5) Select the QuickBooks entity as "Bills"
6) Select the files you want to upload
7) Set up the Mapping of the columns in your Bills.
8) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks
9) Select the Upload Tab
10) 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. TRUE if Billable, FALSE if Not Billable. |
| 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 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 the 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 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 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
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 Currency Field.
It is possible that the 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 the "Auto Create List Entities" Feature in Import Settings. By enabling this feature, QuickBooks will automatically create the product for the transaction.
There is another Expense 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.
Please provide a valid Expense account name in the "Account" field.
Please provide a valid Expense account name in the "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 a Shipping Address or Currency, then please make sure you have enabled the "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 the given Customer Name.
Please enable the "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
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.
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 Bill template attached for your reference: