January 2, 2025
Import Bills from Supported File Formats directly into QuickBooks Desktop using SaasAnt Transactions (Desktop) - the #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.
Importing with SaasAnt Transaction is a breeze with our simplified and powerful Import wizard. Follow a simple 3-step process to bulk import your file data to QuickBooks.
Click the Import button in the Dashboard screen or the Import option from the File menu in the menubar to navigate to the File Selection screen of the Import Wizard(Step 1).
Step 1 - File Selection: Select "QuickBooks Transaction Type" as "Bill". "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 the 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 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.
Field Name | Format | Description |
---|---|---|
Bill No | Text (Max Length: 20 Characters) | Reference number for the transaction.By default, this value is used only for internal processing by SaasAnt Transactions (Desktop), and QuickBooks auto-generates a new value. This can be changed in the import settings. |
Vendor * | Reference Text (Max Length: 41 Characters) | Vendor reference for this transaction. |
Currency | Text | The Currency Code for this transaction. |
Date | Date | The date when this transaction occurred. |
Due Date | Date | Date when the payment of the transaction is due. |
Terms | Text (Max Length: 31 Characters) | Reference to the terms for the Bill. |
Address Line 1 | Text (Max Length: 41 Characters) | First line of the address. |
Address Line 2 | Text (Max Length: 41 Characters) | Second line of the address. |
Address Line 3 | Text (Max Length: 41 Characters) | Third line of the address. |
Address Line 4 | Text (Max Length: 41 Characters) | Fourth line of the address. |
Address Line 5 | Text (Max Length: 41 Characters) | Fifth line of the address. |
City | Text (Max Length: 31 Characters) | City name. |
Country | Text (Max Length: 31 Characters) | Country name. |
State | Text (Max Length: 21 Characters) | Region within a country. |
Postal Code | Text (Max Length: 13 Characters) | Postal code (zip code for USA and Canada). |
AP Account | Reference Text (Max Length: 159 Characters) | Account payable. |
Memo | Text (Max Length: 4095 Characters) | The Note about the Bill Transaction. |
Exchange Rate | Decimal | The Exchange Rate of the given currency against the home currency. |
Expense Account * | Reference Text (Max Length: 159 Characters) | Reference to the Expense Account Name associated with the billing. |
Expense Amount * | Decimal | The amount of the expense line. |
Expense Memo | Text (Max Length: 4095 Characters) | The Note about the expense line. |
Expense Customer | Reference Text (Max Length: 209 Characters) | Reference to the Customer associated with the expense. |
Expense Billable | Billable, NotBillable, HasBeenBilled | The billable status of the expense. |
Expense Class | Reference Text (Max Length: 159 Characters) | Reference to the Class for the Expense. |
Expense Sales Rep | Reference Text (Max Length: 5 Characters) | |
Product/Service * | Reference Text | Reference to the Item. |
Inventory Site | Reference Text (Max Length: 31 Characters) | Reference to the Item Site |
Inventory Site BIN | Reference Text (Max Length: 31 Characters) | Reference to the Item BIN corresponding to the Site. Should be specified in the Site:BIN format. |
Product/Service Quantity | Decimal | The Quantity of the Item. |
Product/Service Rate | Decimal | The unit price of the Item. |
Product/Service Amount * | Decimal | The Total Amount of the Item. Not required if Line Item Quantity & Line Item Rate are present. |
Serial No | Text (Max Length: 4095 Characters) | |
Lot No | Text (Max Length: 40 Characters) | |
Product/Service Description | Text (Max Length: 4095 Characters) | Description of the Item. |
Unit Of Measure | Reference Text (Max Length: 31 Characters) | |
Product/Service Customer | Reference Text (Max Length: 209 Characters) | Reference to the Customer associated with the expense. |
Product/Service Billable | Billable, NotBillable, HasBeenBilled | |
Product/Service Sales Rep | Reference Text (Max Length: 5 Characters) | |
Product/Service Class | Reference Text (Max Length: 159 Characters) | |
Text (Max Length: 1023 Characters) | ||
Phone | Text (Max Length: 21 Characters) | |
Tax Inclusive | Boolean (True/False) | Tax calculation method. |
All (*) marked fields are mandatory.
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 directly 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 it 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.
Most of us would have questions while moving data to your QuickBooks Online. Some of them for your reference below:
I want to import Bills with Bill Numbers from File. Is it supported?
Yes. It is supported.
Will your application support Multi Line Transactions?
Yes. It will. The same Bill No needs to be present 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, Vendors, or Customers automatically for my Bills. I can't create Products, Vendor,s or Customers before each upload. Is it supported?
Yes. It is. You can auto-create unavailable Products, Vendors or Customers 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
How do I report the issues if I am stuck?
Feel free to drop an email to support@saasant.com