How to Import Estimates into QuickBooks Online (U.S)?

Support Team

Modified on: Sun, 1 Sep, 2024 at 7:31 AM

You can import Estimates 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].

Importing Estimates into QuickBooks Online:

To import bulk/batch estimates 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 estimates that you want to import.

Step 2: Select the QuickBooks entity as Estimates.

Step 3: Set up the Mapping of the columns in your estimates import file to the corresponding fields in QuickBooks (Refer below Section).

Step 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 the QuickBooks field in Step 3 of the import.

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 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].

Import Estimates into QuickBooks Online

How to Import Estimates into QuickBooks Online (New User Interface 2.0)

1) Login into SaasAnt Transaction Online

2) Select the New Import Tab.

3) Select Transaction, List, or Attachment to upload your file into QuickBooks.

4) Select the QuickBooks entity as "Estimates"

5) Select the files you want to upload.

6) Set up the Mapping of the columns in your Estimates.

7) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks.

8) Select the "Review" button to view the mapped Excel data according to the QuickBooks file headers.

9) Select the Upload tab.

10) The data was imported successfully into Quickbooks.

Let’s have a look at the SaasAnt Transactions Online Fields.

SaasAnt Transactions (Online) 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 SaasAnt Transactions (Online), and QuickBooks 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	500 Characters	First line of the address.
Billing Address Line 2	500 Characters	Second line of the address.
Billing Address Line 3	500 Characters	Third line of the address.
Billing Address City	255 Characters	City name.
Billing Address Postal Code	31 Characters	Zip code.
Billing Address Country	255 Characters	Country name.
Billing Address State	255 Characters	State name.
Estimate Status	Characters	Status of the Estimate.
Accepted By	Characters	Name of the Customer who accepts the Estimate. Valid only if Estimate Status is "Accepted".
Accepted Date	Date	Date estimate was accepted. Valid only if Estimate Status is "Accepted".
Memo	4000 Characters	Organization-private note about the transaction. This note will not appear on the transaction records by default.
Message displayed on estimate	1000 Characters	User-entered message to the customer; this message is visible to end user on their transactions.
Email	100 Characters	Email address. The address format must follow RFC 822 standard.
Print Status	Boolean	The Print status.
Email Status	Boolean	The Email status.
Shipping	Decimal	The Shipping amount for this transaction.
Sales Tax Code	Characters	The TaxCode associated with the sales tax for the transaction.
Sales Tax Amount	Decimal	Total tax amount for this transaction.
Discount Amount	Decimal	The discount amount. You may enter either 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 enter either a discount percent or a discount amount. If the percent is specified, it will override the amount.
Discount Account	Characters
Apply Tax after Discount	Boolean	If false or null, calculate the sales tax first, and then apply the discount. If true, subtract the discount first and then calculate the sales tax.
Service Date	Date	Date when the service is performed.
Product/Service	Characters	Name of Product/Service or SKU
Product/Service Description	4000 Characters
Product/Service Quantity	Decimal	Number of items for the line.
Product/Service Rate	Decimal
Product/Service Amount	Decimal
Product/Service Taxable	Boolean	If TRUE, marks the line amount for Tax calculation.
Product/Service Class	Characters	The Class name associated with this line.
Location	Characters
Ship Via	30 Characters	Reference to the ShipMethod associated with the transaction.
Ship Date	Date	Date for delivery of goods or services.
Shipping Address Line 1	500 Characters	First line of the address.
Shipping Address Line 2	500 Characters	Second line of the address.
Shipping Address Line 3	500 Characters	Third line of the address.
Shipping Address City	255 Characters	City name.
Shipping Address Postal Code	31 Characters	Zip code.
Shipping Address Country	255 Characters	Country name.
Shipping Address State	255 Characters	State name.
Tracking No	30 Characters	Shipping provider's tracking number for the delivery of the goods associated with the transaction.
Custom Field Name (1)	15 Characters	Name of the custom field.
Custom Field Value (1)	31 Characters	Value of the custom field.
Custom Field Name (2)	15 Characters	Name of the custom field.
Custom Field Value (2)	31 Characters	Value of the custom field.
Custom Field Name (3)	15 Characters	Name 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.
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.

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 Customer. Please refer the Customer's Currency in QuickBooks and update the same currency in Currency Field.

Duplicate 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,QuickBooks will automatically assign numbers.

Amount is not equal to Unit Price * Qty supplied value.

The given Quantity & Rate is not equal to given Amount. Please verify those fields.

You 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.

No matching reference found for this account.

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

Email Address does not conform to the syntax rules of RFC 822.

Kindly verify the given email address format. It should be in [email protected] format.

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 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.

Please select a tax code for the shipping line.

Kindly provide the valid tax code in Shipping tax Code Field.

No 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.

Transaction amount (Sum of line amounts) must be 0 or greater.

Please provide a valid (Non Negative) amount in Line Item Amount Field.

The discount amount must be non-negative.