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A
airplus2
August 2, 2023
Question

uploading vendor invoices

  • August 2, 2023
  • 3 replies
  • 36 views

is there a way for vendors to email (upload) their invoices directly to quickbooks desktop

3 replies

AlcaeusF
AlcaeusF
Level 14
August 2, 2023

Hello, airplus2.

 

Yes, there is! Let me share the steps on how you can upload vendor bills to QuickBooks Desktop (QBDT).

 

Though your vendors can't directly upload their bills, you can do it by yourself. You can email PDFs or images of your bill to your QBDT company file. Please note that you can only have one bill per page for PDFs.

 

Let's start by creating a custom email address. Before we proceed, if you already made a customized email ID through upload receipts, you don't need to make a new one.

 

Here's how:

 

  1. In QBDT, go to the Vendor menu, then select Upload and Review Bills.
  2. Choose the Intuit Account you use for the company file.
  3. Click Email bills.
  4. Choose a custom email address you’ll email bills to. It’ll end in @qbdesktopdocs.com, then tick Create.

 

Once done, you can now proceed to the next steps (2 and 3) by going to the Email your bills to QuickBooks Desktop section on this article for further guidance: Upload bills to QuickBooks Desktop Pro Plus, Premier Plus, or Enterprise.

 

Once you're ready to pay the vendor bills, refer to these articles for future reference:

 

 

Please let me know if you have follow-up questions about this or anything else. I'm more than willing to assist. Stay safe.

A
airplus2Author
August 4, 2023

i do not see a (email bills) option.  I do have a (send bills) option.  once i select (send bills) a window pops up to create a custom email address.

 

I have entered in a custom name many times, but i keep receiving an error message, which is - 

 

(Something's not right.  We're unable to complete your request at the moment.  Try again later). 

 

the system will not let me create an email account. 

A
AbegailS_
Level 6
August 4, 2023

Hi there, @airplus2. Let me help and make sure that you have uninterrupted experience when creating a custom email address.

 

The error message you received suggests that there might be an issue with the system or network connection. You'll need to update to the latest release of QuickBooks Desktop.

 

Here's how:

 

  1. Open QuickBooks Desktop and go to the Help menu.
  2. Select Update QuickBooks Desktop.
  3. Go to the Update Now tab. Tip: You can select the Reset Update checkbox to clear all previous update downloads.
  4. Click Get Updates to start the download.
  5. Once done, accept the option to install the new release.

For more info about the process, please see this article: Update QuickBooks Desktop to the latest release.

 

Then, run the Verify and Rebuild Data within your company file to fix the error and other issues you're experiencing in QBDT.

 

  1. Go to the File menu.
  2. Select Utilities.
  3. Click Verify Data. Then, select OK to close all windows.
  4. Then, go back to the File menu.
  5. Select Rebuild Data under Utilities.
  6. QuickBooks will ask to make a backup before rebuilding your company file, select OK.
  7. Once the rebuild is done, click OK.

Also, to further help you in updating your QBDT, you can always reach out to our Customer Care team. Our live support operating hours are from Monday to Friday 6 AM to 6 PM Pacific Time. 

 

Please reach out to me if you have any other questions about updating your QuickBooks. I'm always here to lend a hand. Thanks for dropping by. 

 

Let me know how this goes by leaving a comment below. I'll be here to check on your response. Take care and enjoy your day.

L
lirpa1212
September 10, 2024

I am new to vendor invoice uploading and I have 2 questions.

1. Why doesn't the invoice number auto-populate?

2. Why can't I change from a bill to a credit for credit invoices?

Does anyone know the answers to these questions?

Thanks!!

 

K
Kevin_CModerator
Moderator
September 10, 2024

I've got answers to your queries, lirpa1212. Let me address it in detail below.

 

Regarding your first concern, please know that uploading your vendor invoices will not auto-populate their number automatically.

 

With your second question, converting a vendor bill into a vendor credit is also unavailable when uploading them into your QuickBooks Desktop (QBDT).

 

For now, I recommend manually entering your bill numbers and recording vendor credits to the program. You may visit these articles below to learn more about this feature: 

 


Additionally, you can check out this article to personalize the ready-made reports that outline the current state of spending and accounts payable for your business: Customize vendor reports.

 

Please reach out again if you have any other questions about uploading bills in QBDT. Just add your reply below, and I'll surely get back to help you further.

L
lirpa1212
September 11, 2024

Thanks Kevin. I think these two features should be added, can you work on that for me?! 

P
PamRachel150
January 12, 2026

I am wondering if it is possible to upload the invoice and it can be entered with the details so you don't have to key the invoice?  

Tori B
Tori BQuickBooks Team
QuickBooks Team
January 12, 2026

Thanks for chiming in, @PamRachel150.

 

I hope you're doing well today. It's great having you in the QuickBooks Community. 

 

There are a couple of options you can use to import invoices to have the data entered so you don't need to manually fill them in. 

 

  1. You can use a CSV file. 

In QBDT, to import a CSV file, you'll have to install first the QuickBooks Import Excel and CSV toolkit. Let me guide you how:

 

  1. Access the file download window for the toolkit, then click Save.
  2. Next, head to your Windows Desktop, then select Save.
  3. Then, double-click QuickBooks_Import_Excel_and_CSV.exe on your Windows desktop to open the WinZip Self-Extractor window.
  4. Click Browse, choose the folder where you want to install the toolkit (such as your Desktop), then select OK.
  5. Select Unzip to extract the contents, and then click Close to close the WinZip Self-Extractor window.
  6. Then, open the QuickBooks Import Excel and CSV folder from the location you selected in step 4.

 

Then, there are several options you can choose to import invoice transactions using Excel files. To learn more about it, feel free to visit this article: Import or export MS Excel files.

 

I've also added this link for more information about importing or exporting transactions in QBDT: Import and export data in QuickBooks Desktop.

 

Please keep in mind you should always create a backup of your company file before making any changes. 

 

The second option would be to look a third party software that has the capabilities using this link: QuickBooks Apps.

 

That should do the trick. I'm here if you have any additional questions or concerns. Have a wonderful day ahead! 

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