Question

Import your invoices and bills to QuickBooks

Forum|Forum|7 years ago
January 8, 2019
16 replies
163 views

If you're using spreadsheets to record invoices and bills, and wish to start using QuickBooks to track them going forward, you can import them into QuickBooks using our Import Invoice and Import Bill functionality.

Importing your spreadsheets is a rather straightforward task, once you have prepared your spreadsheet. There are a few things to look out for before you start, check these articles Import your invoice and Import your bills for further details, or post a question below!

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C

Christine Martin

Ive followed all the Fields everything is good, Select Import - Will import Customers but not my Invoices.

message 0 of 77 invoices imported

Not sure why.... Help

G

GeorgiaC

Level 13

Hi Christine, thanks for joining this thread - please check for any special characters or blank fields under columns marked with an asterisk - if the file is still unable to upload following this, please try splitting the file into two smaller files. Get back to us below if this doesn't fix. 🙂

G

gcestespaymerang

Hi

I have a client who is using QB desktop QB Enterprise Solutions Nonprofit 21.0. She needs to import a list of excel (or csv) sales invoices. Is it possible to do it in this version?

Thank you

Genevieve

Fiat Lux - ASIA

Level 14

@gcestespaymerang

QB Desktop 2021 Enterprise? US or CA version? Fyi, you are posting the question in UK community 8)

G

gcestespaymerang

US Version! Gotcha, do you have a link for the US community?

M

Megakun

Please tell me if there is a way to include the payment status as a column in the CSV. It would be very painful to have to mark all these payment statuses manually... we process thousands of invoices a month.

A

AbegailS_

Level 6

Hello there, @Megakun.

I'm here to help you with import your transactions using a CSV file.

When importing a CSV file, the accepted file formats are the 3 and 4 column formats. The 3 column includes the Date, Description and Amount. On the other hand, the 4 column format includes the Date, Description, Credit and Debit.

For more details, you may refer to this article: I mport bank transactions from Excel CSV file

I'd suggest sending feedback to let our product team know and to request the addition of this option. I've outlined the steps below:

Go to the Help menu.
Select Send Feedback online.
Choose Product Suggestion.
Fill in the needed details and enter a brief description of your feedback on the suggestion box.
Once done, click Send Feedback.

I'll be around if you need further assistance in QBDT. I'm very eager to help. Take care!

P

PPP23

Hi I am new to quickbooks online. we have recently upgraded from desktop version to quickbooks online advanced. We have multiple bills/purchase invoices to post and I tried using the CSV template from quick books. the import is not going through with error message account is not in line with quick books. I have downloaded the chart of accounts and copied the name from there but still getting the same error message. any help with this is greatly appreciated.

we have to use class for our reporting can I add additional column to the CSV template with class details?

Many thanks

Fiat Lux - ASIA

Level 14

@PPP23

Do you need to import like this one?

RefNumber

APAccount

Vendor

PrintOnCheckName

TxnDate

DueDate

SalesTerm

Location

AddressLine1

AddressLine2

AddressLine3

AddressLine4

AddressCity

AddressState

AddressPostalCode

AddressCountry

PrivateNote

Currency

ExchangeRate

ExpenseAccount

ExpenseDesc

ExpenseAmount

ExpenseBillableStatus

ExpenseBillableEntity

ExpenseClass

LineItem

LineDesc

LineQty

LineUnitPrice

LineAmount

LineBillableStatus

LineBillableEntity

LineClass

101

Staples

#########

15/11/2020

100 Houston Street

Suite 2000

San Diego

CA

12345

Internal Use

Office Supplies

For Anne

25.1

101

Staples

#########

15/11/2020

100 Houston Street

Suite 2000

San Diego

CA

12345

Internal Use

Telephone

Phone Cards

50.25

101

Staples

#########

15/11/2020

100 Houston Street

Suite 2000

San Diego

CA

12345

Internal Use

MP3 Player

Blue MP3 Player

2

55

185

Green's Taxi Service

#########

Net 30

1 Main Street

San Diego

CA

12345

Transportation

125.13

T

totalisetrading

i cant import ebay data properly it needs to import my sales including sale amount, fees and any shipping i paid

but your csv file examples dont do this

T

ThomasJosephD

QuickBooks Team

In QuickBooks Online, you can import only certain types of data using a CSV file ,totalisetrading.

When importing an invoice CSV file in QuickBooks online, please note that the platform is only import data fields that are mapped within the CSV file, including Item Quantity, Item Rate, and Item Amount. It does not automatically pull sales-specific data such as fees or shipping costs.

However, you can manually input this additional information into QuickBooks once your initial import is complete.

As an alternative, you can consider using the eBay connector. This third party application can automatically import your sales transactions and payment from eBay into QuickBooks.

You can refer to these following article for more guidance in importing data in QuickBooks Online:

Invoices in QuickBooks Online can be personalize to improve your business communications. For more details, please check this article: Customise invoices, estimates, and sales receipts in QuickBooks.

For any additional queries regarding data import in QuickBooks Online, kindly leave a comment.

T

totalisetrading

first of all

"When importing an invoice CSV file in QuickBooks online, please note that the platform is only import data fields that are mapped within the CSV file,"

this is incorrect! i named all my columns correctly even did upper case and lower case letters as you they were on quickbooks mapping, yet it was trying to pull my order numbers which id set to "Sales Record No" as dates!! example order number 20-13182-17395

why?? the column is mapped for "sales record number" so why is it not treating it as that?

secondly its saying "order" is not a valid name for item of course it is! its either order, payout or postage cost

thirdly
"As an alternative, you can consider using the eBay connector. This third party application can automatically import your sales transactions and payment from eBay into QuickBooks."

if it only worked correctly!!! it only pulls a few days backwards of data no matter what date you set it to in the past for me 20/03/2025. been through troubleshooting with the app people and quickbooks over the course of 2 weeks and they still havent fixed it.

finally if things worked as they should i wouldnt need to be messing about with spreadsheets trying to fix stuff that shouldnt need fixing!!

I find it absolutely disgusting that quickbooks are not aligned with the major platforms for selling. quickbooks should be aligned with bare minimum of amazon ebay and shopify and then maybe woocommerce too. but you are not at all aligned.

i see no reason why you cant add in your software an import system for each of these platforms that actually accepts each platforms csv file then aligns it to what quickbooks automatically. so then a customer like me could click on lets say "i am importing from ebay" here are the colums from ebay that we will use then here are the colums that they will be put into on quickbooks so you know where they are going. i really doubt it would be difficult to impliment. All you need to do is keep uoto date with ebay's column names very simple.

quickbooks is supposed to be just that but its a shambles and the apps dont do what you need them to do. i tried 4 of your chuffing third party apps which you dont actually support!!! and the app people dont really give a toss either making you wait for weeks only for nothing to be fixed!

I

Irene R

QuickBooks Team

This is not the experience we want you to have upon importing your eBay data via a CSV file into your QuickBooks Online (QBO) account, Totalisetrading.

I recognize that you've already contacted the QBO Live Support Team for assistance with your importing issue. To receive an update on your case, kindly contact them again and provide the case number from your last conversation. This will prevent you from having to repeat information, as they have all previous notes and emails saved.

It's also worth noting our support hours to ensure you contact them at your convenience. Here is a helpful list you can refer to if you're using QBO Simple Start, Essentials, Plus, or Advanced:

Phone assistance is available weekdays from 8:00 AM to 7:00 PM.
Schedule a callback with our support experts. Available from 8:00 a.m. to 6:00 p.m., Monday through Friday. We will call you as soon as we are available.
Chat with a support expert from 8:00 AM to 10:00 PM during weekdays and from 8:00 AM to 6:00 PM on weekends.

Also, check out this link for guidance on recording invoice payments received from customers.

The Community is here to answer any questions related to importing data or QuickBooks Online (QBO). Just comment below, and we will assist you.

T

totalisetrading

okay then!

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