How to Import Invoices into QuickBooks Desktop?
January 1, 2025
Contents
How to Import Invoice to QuickBooks Desktop?
Import bulk/batch invoices from Supported File Formats directly into QuickBooks Desktop using SaasAnt Transactions (Desktop) application - #1 user-rated and Intuit-trusted bulk data automation tool built exclusively for QuickBooks.
SaasAnt Transactions (Desktop) 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 detailed installation instructions.
What are the Steps for Importing Invoices to QuickBooks Desktop?
Importing invoices to QuickBooks Desktop 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. You can easily import invoices from Excel to QuickBooks desktop.
Click the Import button in the Dashboard screen or the Import option from the File menu in the menu bar to navigate to the File Selection screen of the Import Wizard (Step 1).
To import an invoice to QuickBooks with your Excel or CSV file, Follow the below steps
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 the local computer folder or click "Sample Templates" to navigate to SaasAnt sample file locally.
Step 2 - Mapping: Set up the mapping of the file columns corresponding to QuickBooks fields. This step will be automated if you use the SaasAnt template file. Download the 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 instructions on the steps are available in this article.
How to Map QuickBooks Fields?
Field Name | Format | Description |
|---|---|---|
Invoice No | Text (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. |
Invoice Date | Date | Date of the transaction. |
Due Date | Date | Date when the payment of the transaction is due. |
Terms | Text (Max Length: 11 Characters) | Payment Terms |
PO No | Reference Text | Purchase Order number |
Ship Date | Date | Date when the item is shipped. |
Shipping Address Line 1 | Text (Max Length: 41 Characters) | First line of the shipping address. |
Shipping Address Line 2 | Text (Max Length: 41 Characters) | Second line of the shipping address. |
Shipping Address Line 3 | Text (Max Length: 41 Characters) | Third line of the shipping address. |
Shipping Address City | Text (Max Length: 31 Characters) | Shipping address - City |
Shipping Address State | Text (Max Length: 21 Characters) | Shipping address - State or Province |
Shipping Address Postal Code | Text (Max Length: 13 Characters) | Shipping address - Postal Code |
Shipping Address Country | Text (Max Length: 41 Characters) | Shipping address - Country |
FOB | Text (Max Length: 13 Characters) | FOB destination |
Billing Address Line 1 | Text (Max Length: 41 Characters) | First line of the billing address. |
Billing Address Line 2 | Text (Max Length: 41 Characters) | Second line of the billing address. |
Billing Address Line 3 | Text (Max Length: 41 Characters) | Third line of the billing address. |
Billing Address City | Text (Max Length: 31 Characters) | Billing address - City |
Billing Address State | Text (Max Length: 21 Characters) | Billing address - State or Province |
Billing Address Postal Code | Text (Max Length: 13 Characters) | Billing address - Postal Code |
Billing Address Country | Text (Max Length: 41 Characters) | Billing address - Country |
Sales Rep | Reference Text | Reference to the SalesRep associated with the transaction |
Shipping Method | Reference Text | Reference to the ShipMethod associated with the transaction |
Print Later | Boolean (True/False) | Print Status |
Email Later | Boolean (True/False) | Email Status |
Memo | Text (Max Length: 4095 Characters) | |
Customer Message | Reference Text | Message to the customer from the available list in QuickBooks |
Class | Reference Text (Max Length: 31 Characters) | Transaction Class |
Product/Service * | Reference Text (Max Length: 31 Characters) | Item reference from below options. |
Product/Service Quantity | Decimal | |
Product/Service Rate | Decimal | |
Unit Of Measure | Reference Text | |
Product/Service Description | Text (Max Length: 4095 Characters) | |
Product/Service Amount * | Decimal | |
Product/Service Service Date | Date | Date when the service is fulfilled |
Product/Service Class | Reference Text (Max Length: 31 Characters) | Class reference to this line |
Product/Service Sales Tax | Reference Text | Sales Tax Code to this line |
Other | Text (Max Length: 29 Characters) | |
Other 1 | Text (Max Length: 29 Characters) | |
Other 2 | Text (Max Length: 29 Characters) | |
Sales Tax | Reference Text | Transaction Sales Tax Code |
Customer Sales Tax Code | Reference Text | Tax Code corresponding to Transaction |
Template | Reference Text | Template reference to this Invoice |
AR Account | Reference Text | Accounts Receivable account reference to this Invoice |
Product/Service Inventory Site | Reference Text | Reference to the Item Site |
Product/Service Inventory BIN | Reference Text | Reference to the Item BIN corresponding to the Site. Should be specified in the Site:BIN format. |
Amount Received | Decimal | |
Currency | Text | 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. |
Tax Inclusive | Boolean (True/False) | Tax calculation method. |
All (*) marked fields are mandatory.
How to Import Settings?
A host of powerful customizations for your file data is available with Import Settings. This is available in the Step 3: Review & Import screen or under the "Edit" Menu in the menubar. Some of the very useful settings for transactions include:
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, the corresponding action will be taken. You can Duplicate/ Ignore/ Update/ Append existing transactions 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 the file. This option, however, will delay the import.
More details about the settings related to the Automatic creation of Items, Assigning reference numbers from the file, etc, are available in this article.
FAQ's
Most of us would have questions while moving data to your QuickBooks Online. Some of them for your reference below:
I want to import the Invoice into QuickBooks with Invoice Numbers from the File. Is it supported?
Yes. It is supported.
Will your application support multi-line transactions?
Yes. It will. The same Invoice Number must 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 develop 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 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