August 25, 2025
Import Sales Receipts from Supported File Formats directly into QuickBooks Desktop using SaasAnt Transactions (Desktop) - #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 instruction.
This guide provides a complete walkthrough for importing your sales receipt data into QuickBooks Desktop, from setting up the application to finalizing the import.
Before you can import, you need to set up the SaasAnt Transactions application.
Download: Go to the SaasAnt website and download the SaasAnt Transactions Desktop application.
Install: Run the installer and complete the installation on your computer.
Connect: Open the SaasAnt application and connect it to your QuickBooks Desktop company file by following the on-screen instructions. This authorizes SaasAnt to import data into your company file.
From the SaasAnt home screen, you have two options to begin:
Click the Import button.
Go to the File menu and select Import.
On the first screen, specify that you are importing sales receipts.
Choose Transaction Type: From the dropdown menu, select Sales Receipt.
Download a Sample Template (Optional): It is highly recommended to download the sample sales receipt template. This file will show you the correct columns and formatting needed, such as Customer, Date, Sales Receipt No., Item, Quantity, Rate, Amount, and the crucial Deposit To Account.
Select Your File: Click Browse File to locate and select the CSV or spreadsheet containing your sales receipt data.
This step links the columns in your file to the corresponding sales receipt fields in QuickBooks.
Automatic Mapping: SaasAnt will automatically map columns with standard headers, such as "Customer" to the QuickBooks "Customer" field or "Date" to "Date."
Manual Mapping: If your column names are different, manually select the correct QuickBooks field from the dropdown list for each of your columns.
View Mandatory Fields: Click the Show Important Fields button to see the fields required for every sales receipt, such as Customer, Date, Deposit To Account, Item, and Amount.
Save Your Mapping: Save your mapping configuration to speed up future sales receipt imports using the same file format.
The "Review and Import" screen is your final opportunity to verify the sales data before it goes into QuickBooks.
Review Your Sales Receipts: Your data is displayed in a spreadsheet-like grid. Carefully review all entries for accuracy.
Make Final Edits: You can edit any field directly in the grid to make last-minute corrections.
Filter Data: Use the filter options to quickly find specific sales receipts if you are importing a large file.
Configure Import Settings: Click Import Settings to fine-tune the import process:
Enable Assign Sales Receipt No. from file if your spreadsheet contains a column for receipt numbers.
Set rules to find and handle matching transactions to prevent duplicates.
Enable options to automatically create new Customers or Products/Services (Items) if they don't already exist in your QuickBooks file. This is a significant time-saver.
Once you are confident in your data and settings:
Click the Send to QuickBooks button to begin the import.
SaasAnt will validate the data and begin importing the sales receipts into your company file.
The results screen will appear, showing which receipts were imported successfully and which failed with errors.
The import results screen helps you troubleshoot any issues.
Fix Errors: Each failed line will have an error message explaining the problem (e.g., "Customer not found," "Item not found," or "The specified 'Deposit To' account does not exist").
Click the Fix button next to an error to correct the data in the table (e.g., fix a misspelled customer name or item code).
After making corrections, you can re-import only the failed lines.
Undo Import: If there was a major issue, click the Undo button to safely remove all sales receipts that were created in QuickBooks during this import session.
View Logs: For more detailed troubleshooting, you can access the Warning and Error Logs.
Field Name | Format | Description |
|---|---|---|
Sales Receipt no | Text (Max Length: 11 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. |
Customer | Text | Reference to the customer. |
Sales receipt date | Date | Date of the transaction |
Due Date | Date | Due date of the transaction |
Check No | Text (Max Length: 11 Characters) | The reference number for the payment received by Check |
Ship date | Date | Date of the shipping |
Billing Address line 1 | Text (Max Length: 41 Characters) | 1st line of the Billing Address |
Billing Address line 2 | Text (Max Length: 41 Characters) | 2nd line of the Billing address |
Billing Address City | Text (Max Length: 41 Characters) | Name of the City |
Billing Address State | Text (Max Length: 41 Characters) | Name of the State |
Billing Address Postal Code | Text (Max Length: 41 Characters) | Zip Code |
Shipping Method | Reference Text | Shipping method for the transaction(DHL, Federal Express, UPS, etc., ) |
Product/Service | Reference Text | Name of the Product/Service (OR) Item. |
Product/Service Description | Text (Max Length: 4095 Characters) | Description of the product/service, if any |
Product/Service Quantity | Decimal | No. of items for the line |
Product/Service Rate | Numeric/Decimal | Per unit price of the line item |
Product/Service Amount | Numeric/Decimal | Total amount of the transaction |
Product/Service Taxable | Boolean | Either TRUE/FALSE (OR) Taxable/Non Taxable |
Class | Text | Name of the Class for the whole transaction |
Product/Service Class | Text | Name of the Class for each line of the transaction |
Product/Service Tax code | Text | Sales tax code for the transaction |
Message to Customer | Text (Max Length: 4095 Characters) | Any message you would like to give to customer, which can be viewed by customer |
Memo | Text (Max Length: 4095 Characters) | Private note of the transaction. |
Customer Sales tax code | Reference Text | Tax code of the customer |
FOB | FOB | |
Lot No | Lot number of the transaction |
All (*) marked fields are mandatory.
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.
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 Sales Receipts with Receipts Numbers from File. Is it supported?
Yes. It is supported.
Will your application support Multi Line Transactions?
Yes. It will.Same Receipts Number needs to be inputed in all the lines.
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 Sales Receipts. 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
How do I report the issues if I am stuck?
Feel free to drop an email to support@saasant.com