How to Import Sales Receipts into QuickBooks Online (U.S)?
August 20, 2025
Import Sales Receipts into QuickBooks Online
You can import Sales Receipts 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 the 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.
How to Import Sales Receipts 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 "Sales Receipts"
4) Select the files you want to upload
5) Set up the Mapping of the columns in your Sales Receipts
6) Select the "Preview Mapping" button to visualize the current mapping based on QuickBooks
7) Select the Upload tab.
8) The data will be imported successfully into QuickBooks.
SaasAnt Transactions (Online) Fields
Field Name | Format | Description |
|---|---|---|
Sales Receipt 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. |
Sales Receipt Date | Date | Date of the transaction. |
Shipping Date | Date | Date for the delivery of goods or services. |
Tracking No | 30 Characters | Shipping provider's tracking number for the delivery of the goods associated with the transaction. |
Deposit To | Characters | Asset account where the payment money is deposited. |
Payment Method | Characters | |
Reference No | 21 Characters | The reference number for the payment received. (E.g. Check # for a check, envelope number for a cash payment, Credit Card Transaction Id for a credit card payment) |
Billing Address Line 1 | 500 Characters | First line of the billing address. |
Billing Address Line 2 | 500 Characters | Second line of the billing address. |
Billing Address Line 3 | 500 Characters | Third line of the billing 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. |
Shipping Address Line 1 | 500 Characters | First line of the shipping address. |
Shipping Address Line 2 | 500 Characters | Second line of the shipping address. |
Shipping Address Line 3 | 500 Characters | Third line of the shipping 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. |
Memo | 4000 Characters | Organization-private note about the transaction. This note will not appear on the transaction records by default. |
Message displayed on sales receipt | 1000 Characters | User-entered message to the customer; this message is visible to end user on their transactions. |
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 this 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 or SKU of Product/Service |
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 is associated with this line. |
Deposit | Decimal | The deposit made towards this invoice. |
Location | Characters | |
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. |
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.
FAQ's
Most of us would have some questions while moving data to your QuickBooks Online. Some of them for your reference below:
I want to import Expense with Reference Numbers from File. Is it supported?
Yes. It is supported. More Info...
Will your application support Multi Line Transactions?
Yes. It will. More Info...
I made some mistakes in the mapping. Your application imported wrongly. So my QuickBooks file got corrupted. Is there any way to undo or revert?
Sometimes it happens due to the wrong mapping. It is possible to delete the entire transactions which went wrong. Our DELETE feature is the rescue. More Info...
I want to import Invoices using SKUs. Is it supported?
Yes. It is. You need to enable couple of settings while importing. More Info....
I want to get an email for each upload. Is it possible?
Yes. It is. You need to enable couple of settings while importing. More Info...
Is there any specific Import Settings?
Yes. We do have couple of important settings for import. More Info...
Does your app support taxes?
Yes. We do support Exclusive and Inclusive tax models.
Please check this link for U.S Companies.
I don't want to create products automatically for my invoices. I can't create products before each upload. Is it supported?
Yes. It is. You need to enable couple of settings while importing more. However, you can control this behavior.
My file has some specific date format. I don't want to change the file. Will your product support all date formats?
Yes. You can select the specific date format as per your requirement. More Info....
Do you have any sample templates?
Yes. We do have. Sample template for Imports.
What file types does SaasAnt Transactions Online support for QuickBooks Online imports?
For almost all entities in QuickBooks Online, SaasAnt Transactions Online supports XLS, XLSX, XLSM, CSV, TXT, Google Sheets, and IIF. Additionally, PDF, PNG, and JPEG are supported only for Receipts, Invoices, Bank Statements, Checks, and Expenses.
How do I report the issues if I am stuck?
Feel free to send an email to support@saasant.com