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].

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.

Video Tutorial For Importing Estimates into QuickBooks Online using SaasAnt Transactions Online:

How to Import Estimates into QuickBooks Online using SaasAnt Transactions Online

1) Login into SaasAnt Transaction Online

2) Select the Bulk Upload Tab.

3) Select the QuickBooks entity as "Estimates"

4) Select the files you want to upload.

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

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.

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

SaasAnt Transactions Online Fields

Estimates Settings Reference Guide

The Estimates settings panel manages how quotes, proposals, and non-posting sales estimates are imported, covering automatic creation rules, text matching, and default account overrides for new inventory or service items.

Global Automation & Date Parsing

• Do you want to apply suggestions automatically?

  • What it does: Uses automated matching logic and historical fallback parameters to fill minor data gaps or map close matches, keeping your estimate import moving smoothly.

• Do you want to create Customers, Vendors, Locations, Classes, and Accounts automatically?

  • What it does: Acts as a master background creation switch. If an estimate row references a brand-new customer profile or location that doesn't exist yet, this allows SaasAnt to build it on the fly to prevent validation errors.

• Date Format

  • What it does: Configures the system parser to correctly read your transaction date column (e.g., DD/MM/YYYY) so days and months are never transposed.

• Do you want to use the Transaction Reference Numbers from the uploaded file?

  • What it does: Instructs QuickBooks to record the explicit estimate or quote numbers provided in your spreadsheet instead of overwriting them with native, auto-sequenced reference numbers.

• Do you want to disable the optimisation for the batch import?

  • What it does: Turns off parallel processing in favor of a slower, line-by-line verification import—highly useful for auditing complex sequences.

Customer & Product Mapping Overrides

• Do you want to Update the address (Customer & Vendor) in QuickBooks from the file?

  • What it does: Overwrites the existing billing or shipping address data saved in your QuickBooks contact profiles with the new address details found in your upload file.

• Do you want to identify product details from SKU information?

  • What it does: Tells the system to match any associated line items or products using their unique QuickBooks SKU field rather than relying on Item Name matches.

• Would you like to match the names exactly as they appear in your file for customers, vendors, and items?

  • What it does: Strips out variations in spacing, casing, or trailing characters to require a strict, character-by-character text match.

Automated Product/Service Creation Rules

If your spreadsheet introduces items that do not yet exist in your QuickBooks inventory list, SaasAnt will automatically generate them on the fly using these default fallback accounts:

• Select the product type to be created automatically if it does not exist

  • What it does: Establishes the default item categorization tier (such as Non-Inventory or Service) for brand-new items generated on the fly.

• Select the Income Account for the newly created Products/Services

  • What it does: Maps the default revenue/sales ledger account where sales from this item should be tracked.

• Select the Expense Account for the newly created Products/Services

  • What it does: Maps the default expense or Cost of Goods Sold (COGS) ledger account for tracking procurement costs.

For Automated Inventory Items:

• Select the Inventory Account for the newly created Inventory Item

  • What it does: Maps physical stock tracking directly to your preferred 'Inventory Asset' ledger account in QuickBooks.

• Select the Inventory Start Date for the newly created Inventory Item

  • What it does: Establishes the official tracking start date (MM/DD/YYYY) for the item's stock history.

• Select the default Inventory Quantity for the newly created Inventory Item

  • What it does: Automatically inputs an initial opening stock quantity balance.

• Find GL Account by Account Number

  • What it does: Forces SaasAnt to look up and map your chart of accounts using their exact numerical codes rather than full text account names.

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 xxxx@xx.xx 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.

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