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How to Import Bills into QuickBooks Desktop?

Import Bills 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 "Bill". "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
Bill NoText (Max Length: 20 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.
Vendor *Reference Text (Max Length: 41 Characters)Vendor reference for this transaction.
Vendor reference can be matched by
Full Name, First Name, Company Name, Account NO., Tax Id, Custom Field, Look up (configured via  Import Settings)
CurrencyTextThe Currency Code for this transaction.
DateDateThe date when this transaction occurred.
Due DateDateDate when the payment of the transaction is due.
TermsText (Max Length: 31 Characters)Reference to the terms for the Bill.
Address Line 1Text (Max Length: 41 Characters)First line of the address.
Address Line 2Text (Max Length: 41 Characters)Second line of the address.
Address Line 3Text (Max Length: 41 Characters)Third line of the address.
Address Line 4Text (Max Length: 41 Characters)Fourth line of the address. 
Address Line 5Text (Max Length: 41 Characters)Fifth line of the address. 
CityText (Max Length: 31 Characters)City name.
CountryText (Max Length: 31 Characters)Country name.
StateText (Max Length: 21 Characters)Region within a country.
Postal CodeText (Max Length: 13 Characters)Postal code (zip code for USA and Canada).
AP AccountReference Text (Max Length: 159 Characters)Account payable.
MemoText (Max Length: 4095 Characters)The Note about the Bill Transaction.
Exchange RateDecimalThe 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.
Name or Account Number can be given.
Expense Amount *DecimalThe amount of the expense line.
Expense MemoText (Max Length: 4095 Characters)The Note about the expense line.
Expense CustomerReference Text (Max Length: 209 Characters)Reference to the Customer associated with the expense.

Customer reference can be matched by Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up(configured via  Import Settings)
Expense BillableBillable, NotBillable, HasBeenBilledThe billable status of the expense.
Expense ClassReference Text (Max Length: 159 Characters)Reference to the Class for the Expense.
Expense Sales RepReference Text (Max Length: 5 Characters)
Product/Service *Reference TextReference to the Item.
Item reference can be matched by Full Name, Custom Field, Look up (configured via  Import Settings)
Inventory SiteReference Text (Max Length: 31 Characters)Reference to the Item Site
Inventory Site BINReference Text (Max Length: 31 Characters)Reference to the Item BIN corresponding to the Site. Should be specified in the Site:BIN format.
Product/Service QuantityDecimalThe Quantity of the Item.
Product/Service RateDecimalThe unit price of the Item.
Product/Service Amount *DecimalThe Total Amount of the Item. Not required if Line Item Quantity & Line Item Rate are present.
Serial NoText (Max Length: 4095 Characters)
Lot NoText (Max Length: 40 Characters)
Product/Service DescriptionText (Max Length: 4095 Characters)Description of the Item.
Unit Of MeasureReference Text (Max Length: 31 Characters)
Product/Service CustomerReference Text (Max Length: 209 Characters)Reference to the Customer associated with the expense.

Customer reference from below options.
Customer Look up Strategies with Import Settings- Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up
Product/Service BillableBillable, NotBillable, HasBeenBilled
Product/Service Sales RepReference Text (Max Length: 5 Characters)
Product/Service ClassReference Text (Max Length: 159 Characters)
EmailText (Max Length: 1023 Characters)
PhoneText (Max Length: 21 Characters)
Tax Inclusive
Boolean (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 Bills  with Bill Numbers from File. Is it supported?

            Yes. It is supported.

  • Will your application support Multi Line Transactions?

            Yes. It will. 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,Vendors 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 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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