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How to Import Invoices into QuickBooks Desktop?

Import invoices from Supported File Formats directly into QuickBooks Desktop using SaasAnt Transactions - #1 user rated and Intuit trusted bulk data automation tool built exclusively for QuickBooks.

SaasAnt Transactions supports QuickBooks Pro, Premier, Enterprise and Accountant Editions.

You can download the free trial of the software directly from the SaasAnt Website. Follow this article for a detailed installation instruction.

Basic Import Steps

Importing with SaasAnt Transaction is a breeze with our simplified and powerful Import wizard. Just follow a simple 3 step process to bulk import your file data to QuickBooks.

Click Import button in the Dashboard screen or Import option from the File menu in the menubar to navigate to  File Selection screen of the Import wizard(Step 1).

  • Step 1 - File Selection: Select "QuickBooks Transaction Type" as "Invoice". "Select Your File" - You can either click "Browse File" to browse and select the file from local computer folder or click "Sample Templates" to navigate to SaasAnt sample file in local.
  • Step 2 - Mapping: Set up the mapping of the file columns corresponding to QuickBooks fields. This step will be automated for you if you use the SaasAnt template file. Download Sample Template file.
  • Step 3 - Review & Import: Review your file data in the Review Grid screen and click "Send to QuickBooks" to upload your file data to QuickBooks.

More detailed instruction of the steps are available in this article.


Mapping QuickBooks Fields


Field NameFormatDescription
Invoice NoText (Max Length: 11 Characters)Reference number for the transaction. By default, this value is used only for internal processing by SaasAnt Transactions, and QuickBooks auto-generates a new value. This can be changed in the import settings.
Customer *Reference Text (Max Length: 41 Characters)Reference to the customer.
Customer reference can be matched by Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up (configured via  Import Settings)
Invoice DateDateDate of the transaction.
Due DateDateDate when the payment of the transaction is due.
TermsText (Max Length: 11 Characters)Payment Terms
PO NoReference TextPurchase Order number



Ship DateDateDate when the item is shipped.
Shipping Address Line 1Text (Max Length: 41 Characters)First line of the shipping address.
Shipping Address Line 2Text (Max Length: 41 Characters)Second line of the shipping address.
Shipping Address Line 3Text (Max Length: 41 Characters)Third line of the shipping address.
Shipping Address CityText (Max Length: 31 Characters)Shipping address - City
Shipping Address StateText (Max Length: 21 Characters)Shipping address - State or Province
Shipping Address Postal CodeText (Max Length: 13 Characters)Shipping address - Postal Code
Shipping Address CountryText (Max Length: 41 Characters)Shipping address - Country



FOBText (Max Length: 13 Characters)FOB destination



Billing Address Line 1Text (Max Length: 41 Characters)First line of the billing address.
Billing Address Line 2Text (Max Length: 41 Characters)Second line of the billing address.
Billing Address Line 3Text (Max Length: 41 Characters)Third line of the billing address.
Billing Address CityText (Max Length: 31 Characters)Billing address - City
Billing Address StateText (Max Length: 21 Characters)Billing address - State or Province
Billing Address Postal CodeText (Max Length: 13 Characters)Billing address - Postal Code
Billing Address CountryText (Max Length: 41 Characters)Billing address - Country



Sales RepReference TextReference to the SalesRep associated with the transaction
Shipping MethodReference TextReference to the ShipMethod associated with the transaction
Print LaterBoolean (True/False)Print Status
Email LaterBoolean (True/False)Email Status
MemoText (Max Length: 4095 Characters)
Customer MessageReference TextMessage to the customer from the available list in QuickBooks
ClassReference Text (Max Length: 31 Characters)Transaction Class



Product/Service *Reference Text (Max Length: 31 Characters)Item reference from below options.
Item Look up Strategies with Import Settings- Full Name, Custom Field, Look up
Product/Service QuantityDecimal
Product/Service RateDecimal
Unit Of MeasureReference Text
Product/Service DescriptionText (Max Length: 4095 Characters)
Product/Service Amount *Decimal
Product/Service Service DateDateDate when the service is fulfilled
Product/Service ClassReference Text (Max Length: 31 Characters)Class reference to this line
Product/Service Sales TaxReference TextSales Tax Code to this line



OtherText (Max Length: 29 Characters)
Other 1Text (Max Length: 29 Characters)
Other 2Text (Max Length: 29 Characters)



Sales TaxReference TextTransaction Sales Tax Code
Customer Sales Tax CodeReference TextTax Code corresponding to Transaction
TemplateReference TextTemplate reference to this Invoice
AR AccountReference TextAccounts Receivable account reference to this Invoice



Product/Service Inventory SiteReference TextReference to the Item Site
Product/Service Inventory BINReference TextReference to the Item BIN corresponding to the Site. Should be specified in the Site:BIN format. 



Amount ReceivedDecimal
CurrencyTextReference to the Currency in which all amounts on the associated transaction are expressed
Exchange RateDecimalDefault 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 under Currency



Tax InclusiveBoolean (True/False)
Applicable only for QuickBooks Canada, UK versions
Tax calculation method.

 All (*) marked fields are mandatory. 

Import Settings

A host of powerful customisations for your file data is available with Import Settings. This is available in the  Step 3: Review & Import screen or directly under "Edit" Menu in the menubar. Some of the very useful settings for transaction includes:

  • Find Matching Transactions in QuickBooks by: Identifier to locate existing transactions in your QuickBooks.
  • Action When a Matched Transaction Found: If an existing transaction is found for the above setting identifier then the corresponding action to be taken. You can choose to Duplicate/ Ignore/ Update/ Append existing transaction in your QuickBooks.
  • Pre-Import Validation: Validate the complete file before importing to QuickBooks. By turning this setting ON, file rows will be imported only after cleaning up all the issues in file. This option however will delay the import.

More details about the settings related to Automatic creation of Items, Assigning reference number from the file, etc are available in this article.

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 Invoices with Invoice Numbers from File. Is it supported?

            Yes. It is supported.

  • Will your application support Multi Line Transactions?

            Yes. It will.Same Invoice Number needs to be presented in multiple lines to group the transactions.

  • I made some mistakes in the Import and my QuickBooks reports got corrupted. Is there any way to undo or revert my Import?

            It is possible to undo the import completely/ partially with the Delete feature.

  • Does your app support taxes?

            Yes. It does.

  • 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 can auto-create unavailable products/ services Or turn this setting off in the import settings.

  • 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 in the import settings.

  • Do you have any sample templates?

            Yes. We do have. Sample Template

  • What are the file types supported by your application?

            TXT, CSV, XLS, XLSX etc. Supported File Formats 


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