How to Import Bills into QuickBooks Desktop?

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January 2, 2025

Import Bills into Quickbooks Desktop

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.

Steps to Import Bills into Quickbooks Desktop

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).

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  • 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. std54.png

  • 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. std55.png

  • 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. std56.png

More detailed instructions on the steps are available in this article.

Import Bills into Quickbooks Desktop

Import Bills into QuickBooks Desktop

Mapping QuickBooks Fields

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.
Vendor reference can be matched by
Full Name, First Name, Company Name, Account NO., Tax Id, Custom Field, Look up (configured via
Import Settings)

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.
Name or Account Number can be given.

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.

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 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.
Item reference can be matched by Full Name, Custom Field, Look up (configured via
Import Settings)

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.

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 Billable

Billable, NotBillable, HasBeenBilled

Product/Service Sales Rep

Reference Text (Max Length: 5 Characters)

Product/Service Class

Reference Text (Max Length: 159 Characters)

Email

Text (Max Length: 1023 Characters)

Phone

Text (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 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.

FAQs

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 

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