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Import multiple invoices at once in QuickBooks Online

SOLVEDby QuickBooks71Updated 2 weeks ago

Learn how to import multiple invoices to QuickBooks Online in one go.

In this article, you'll learn how to:

Before you start

  • You can import a maximum of 100 invoices at a time with a 1,000 row limit per spreadsheet.
  • You can import invoices with single or multiple line items.
  • You can also import a large volume of customers and suppliers or products and services.
  • You can’t add discounts, credit memos, or negative amounts in general.

Step 1: Prepare your spreadsheet

Before you import your invoices, make sure everything looks good in your spreadsheet.

  1. Fill in the required columns:
    • Invoice number
    • Customer
    • Invoice date
    • Due date
    • Item amount
    • Item tax code

      Note: If your invoices have multiple line items, make sure each line entry has an invoice number, customer, invoice date, and other required details, just like in the sample spreadsheet.

  2. If you collect sales tax, just add the sales tax rate in your invoices to the spreadsheet. When importing, you can map the sales tax codes you've created into QuickBooks sales tax codes.
  3. You can map each of your column headings to the invoice fields during the import. Take a look at what's required to import invoices. Or you can download this sample spreadsheet.
    Note: If your spreadsheet has new products or services, it can be edited after importing.

Step 2: Turn on custom transaction numbers

If you use numbers to track your invoices, turn on custom transaction numbers in QuickBooks. If you don't turn this on, QuickBooks will automatically number the invoices for you.

  1. Go to Settings ⚙ and select Account and settings.
  2. Select the Sales tab. Then select Edit ✎ in the Sales form content section.
  3. Turn on Custom transaction numbers.
  4. Select Save and then Done.

Step 3: Upload your spreadsheet

Upload your spreadsheet so you can start the import.

  1. Go to Settings ⚙ and select Import data.
  2. Select Invoices.
  3. (Optional) Select the checkboxes to add new customers or products and services that don't already exist in QuickBooks.
  4. Select Browse and then find and select the relevant invoices. Note: If you've imported new customers without setting their currency, QuickBooks assumes the currency is CAD. If you have multicurrency turned on, you can import invoices in foreign currencies.
  5. Select Next.

Step 4: Map your import fields

Make sure your spreadsheet’s column headers match with the QuickBooks invoice fields.

  1. Map the column headers with invoice fields in QuickBooks. Fields with an asterisk (*) are required.
  2. Select Not applicable for any fields not in your spreadsheet.
    Note: QuickBooks populates with a generic item called "sales" for missing products and services.
  3. Select the date format you used, like D/M/YYYY.
  4. Select Exclusive or Inclusive as your sales tax option. To see this option, set up GST/HST in QuickBooks.
  5. Select Next.

Map your sales tax codes

  1. Match your GST/HST codes to those set up in QuickBooks.
  2. Select Next.

Step 5: Import invoices

After you've mapped the fields, review the summary of your import. If everything looks good, select Start import.

Once you’re done:

  • Select OK if all your invoices have imported successfully.
  • If some invoices fail to import, note why, then select Done.

Notes for GST/HST:

  • If you didn’t add GST/HST, then its codes and amounts aren't applicable.
  • If you add GST/HST, then you need to map GST/HST.
  • If you didn’t add any GST or HST amounts, QuickBooks calculates GST/HST based on the GST/HST codes.
  • If you add a GST/HST amount, it will override QuickBooks calculation. It allows rounding differences between QuickBooks and other 3rd party applications.

Tip: Here are other articles our customers find useful on importing data:

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