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How to import invoices

What can I import into QuickBooks?

  • Invoices can be imported with multiple line items OR as a total value for each invoice.
  • Multi-Currency is supported
  • VAT codes are mapped so no need to change your VAT codes to QuickBooks VAT code formats before importing. Learn more about common VAT codes.
  • Note: We recommend that no more than 100 invoices are imported at any one time.

Step 1: Open the Import Invoices tool

  1. Select the Gear icon on the Toolbar.
  2. Under Tools, choose Import Data.
  3. Select Import Invoices.

Note: You can also access this tool by going to Sales > Invoices. Then, select the New invoice drop-down, and choose Import invoices.

Step 2: Upload your CSV file

  • Please Preview what's required to import invoices. There is also an example data file available.
  • Once you're happy you have all the mandatory fields, please Browse & select your .csv file.
  • NOTE: If no line item is present QuickBooks will populate this field with a generic item called 'Sales'
  • Next you have the option to auto create any new customers or line items that are not in QuickBooks Online. If you would like to auto create customers and/or line items then please check the applicable option(s) and select Next.
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Step 3: Map column headings

  • Note mandatory fields are marked as *. Other fields not present require Not Applicable to be selected.
  • Select the date format you have used, e.g. DD/MM/YYYY
  • Select your VAT option if applicable; Exclusive or Inclusive. This option is not available if VAT is not set up in QuickBooks.
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  • On the final mapping page please map your VAT codes to those of QuickBooks, then select Next.
  • At this stage any mapping issues will be highlighted so you can go back and resolve them.
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Step 4: Import invoices

  • Mapping completed, you will see a summary of your import as shown below. Select Start Import and the import process will begin.
  • Once completed, an import summary will be displayed. If any invoices fail to import, note why, then select All Done and you'll be greeted with a final completion summary, select OK to finish.
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Capabilities & Limitations

What do I need to know?

  • The following list import methods should be considered if you have a large volume of new customers or products/services to import:
    1. Import products and services
    2. Import customer, supplier, or supplier contacts from Outlook, Excel or Gmail
  • New product/service items are created as services and can be edited after importing.
  • Discounts, credit notes and negative amounts in general are not supported.
  • When new customers are imported, if no currency is specified QuickBooks assumes the customers home currency is GBP
  • When invoices have multiple line items please ensure each line entry specifies the invoice number, customer, Invoice Date etc, as seen in the example csv file, specifically invoice 1001.
  • Notes for VAT:
    1. Important: VAT must be enabled in QuickBooks to import transactions with VAT amounts.
    2. If VAT is not applicable/turned on in QuickBooks then VAT codes & VAT amounts are not required, plus your sample file will not contain VAT columns.
    3. If VAT is applicable/turned on in QuickBooks then VAT coding will be required, plus your sample file will contain VAT columns.
    4. QuickBooks will calculate VAT based on the VAT code IF no VAT amount is specified.
    5. When a VAT amount is specified, the amount will override any calculation that would normally be made by QuickBooks. This allows for any rounding differences between QuickBooks and other 3rd party applications.
  • To retain invoice numbering in your csv file, please ensure Custom Transaction Numbers is switched ON
    1. Select the Gear icon at the top, then Account and Settings (or Company Settings).
    2. Select Sales tab, navigate to the Sales Form Content.
    3. Click on the edit icon and change Custom Transaction Numbers from Off to On using the checkbox, then select Save
  • When importing products/services that need to be allocated to a Category, enter the item in your csv file using the following format: [category name]:[item name]; e.g. Jewelry:Earrings.
    Note: A product can't be imported if its name is already allocated to a Category.